The International Water Management Institute (IWMI), a CGIAR Research Center is looking for an enthusiastic candidate to take on the role of Assistant Procurement Officer at our headquarters in Battaramulla, Sri Lanka.

The Assistant Procurement Officer is responsible for provide efficient and timely procurement services for the headquarters of the International Water Management Institute (IWMI). Responsibilities will include procurement of goods and services essential for the organization’s operations, ensuring quality, cost-effectiveness, and timely delivery, while maintaining compliance with procurement policies and guidelines, handling all inward/outward shipments and clearance of goods on a duty-free basis, and liaising with relevant government ministries, departments and authorities as required. The incumbent is also required to monitor the procurement activities of IWMI’s regional offices to ensure compliance with the Institute’s procurement policy. The Assistant Procurement Officer should maintain impartial, ethical and customer-oriented relations with suppliers, and exchange information with counterparts in other departments.

DUTIES & RESPONSIBILITIES:

• Assist the Procurement Manager in managing the day-to-day delivery of procurement and administrative services under the close guidance of the functional head.
• Ensure that all procurement activities are carried out in accordance with IWMI’s Procurement Policy.
• Maintain the highest professional, ethical, moral and legal standards in all procurement activities undertaken. All conflicts of interests, including any relationships with IWMI suppliers, should be promptly declared in writing.
• Liaise with the Inland Revenue Department to obtain tax clearance and value-added tax (VAT) exceptions. Continuously monitor changing regulations and ensure all paperwork is up to date.
• Liaise with the Sri Lanka Customs Department to ensure up-to-date registration of IWMI, and constantly monitor and report issues that arise related to the importation of goods by IWMI, and clearance of shipments of, and issuance of duty-free liquor to, IWMI’s expatriate employees. Continuously monitor changing regulations and ensure all paperwork is up to date.
• Obtain quotations from both local and foreign suppliers for the purchases of goods and services, track orders, follow-up deliveries as necessary to ensure delivery within the stipulated time frame, and maintain records of products purchased, delivery information and invoices.
• Update and enhance the supplier database, and work with the relevant administrative officers in updating and enhancing their respective supplier databases. The database should include details of suppliers and the products and/or services they are capable of providing, and the agencies/dealerships they are accredited to in the country of operation.
• Update and validate the bank details of all suppliers ensuring that IWMI is able to make payments via bank transfers and avoid issuing cheques as a mode of payment.
• Collaborate with staff in IWMI’s finance department on matters related to contracts, invoicing, and other financial issues.
• Track and evaluate vendor performance and improvements related to pricing, contractual terms, and/or scope of services.
• Carry out due diligence on suppliers when enlisting them and at periodic intervals to ensure that they have not been debarred by any national government, the World Bank Group or the United Nations. Any such finding should be reported in writing to the supervisor and further investigation may be carried out.
• Organise annual supplier feedback sessions (virtual/physical) in collaboration with the Procurement Manager. These sessions should cover all parts of the process of procuring goods and services and provide the opportunity to resolve any issues that suppliers may have, thereby developing a good working relationship between both parties.
• Create and maintain good working relationships with vendors/suppliers.
• Support the Procurement Office in overseeing the procurement activities across all IWMI regional offices regional offices to ensure that procurements carried out are in line with IWMI’s procurement policy, and the procurement guidelines for regional offices are within the Area of Responsibility (AoR).
• Examine Purchase Requests to ensure conformity and liaise with requesters.
• Assist in the preparation of Request for Quotation (RFQ) documents to ensure that the bidding processes are in line with the established IWMI Procurement Policy/Financial Rules and Regulations, and produce bid tabulations from tenders.
• Assist in the preparation of RFQ documents for regional office procurement activities and draft appropriate service-level agreements when the need arises.
• Assist in the preparation of Purchase Orders (POs) for approval, dispatch approved POs, and follow-up the delivery of goods and services ordered with vendors.
• Maintain records of procurement committee submissions, purchases, pricing, shipments and other important statistical data related to procurement activities undertaken by the unit.
• Assist the Procurement Manager in all document preparation work related to Procurement Committee meetings and other procurement decisions.
• Provide necessary inputs and support in preparing reports of procurement activities each year in accordance with the guidelines set in IWMI’s Procurement Policy.
• Conduct annual market surveys for all fast-moving products and document the results of such market surveys.
• Handle inward and outward shipping of personal and household goods of expatriate staff based at IWMI headquarters/regional offices on arrival and departure (in collaboration with the respective administrative officers).
• Obtain duty-free clearance from the Ministry of Foreign Affairs for IWMI’s purchases and personal household goods of IWMI staff.
• Obtain permits, licenses and approvals from relevant government agencies related to the importing of chemicals, laboratory equipment, data gathering equipment [i.e., unmanned aerial vehicles (UAVs)] and other machinery, as well as approvals required for dispatch/export of periodicals, magazines, printed materials, etc.
• Assist the Head – Facilities and Administration and Procurement Manager in activities related to sustainability/carbon footprint, including the collation of data from procurement activities.
• Conduct risk evaluations for procurement activities at IWMI headquarters and regional offices.
• Perform other related duties assigned by the supervisor.

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential,

• Bachelor’s degree in Economics, Business Management, Finance, or a related field from a recognized and accredited university.
• At least 1.5 years of relevant experience in a reputed establishment directly involved in Procurement and Supply Chain Management.

Desirable,

• Certificate in Procurement and Supply Chain Management.

KNOWLEDGE, SKILLS & ABILITIES:

Essential

• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.
• Strong knowledge and understanding of procurement processes, policies, and systems.
• Ability to Demonstrate an excellent service approach.
• Ability to perform effectively as a team player while prioritizing goals and demonstrating interpersonal skills.
• Proficiency in MS Office package including MS Word, PowerPoint & Excel.
• Strong computer skills, including the ability to analyse data, consolidate information, and track measures through MS Excel.
• Excellent organizing, planning, and problem-solving skills.
• Proficiency in report writing.
• Strong negotiation and persuasion skills.
• Ability to multitask, prioritize, and manage time efficiently.
• Capable of identifying market trends and making decisions in high-pressure environments.

Desirable,

• Knowledge of relevant government protocols.

Benefits

This is a nationally recruited position and only Sri Lankan nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension.

HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications through 24:00 (IST) on January 22, 2025 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.

IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements