Associate Manager – Supply Chain Services

About IRRI

The International Rice Research Institute (IRRI) is an independent , non-profit and world’s premier research organization dedicated to abolishing poverty and hunger among people and populations that depend on rice-based agri-food systems. Through our work and partnerships, we aim to improve the health and welfare of rice farmers and consumers; promote environmental sustainability in a world challenged by climate change; and support the empowerment of women and the youth in the rice industry. The institute, headquartered in Los Baños, Philippines, has offices in 17 rice-growing countries in Asia and Africa.

Job Purpose

Under the general supervision of the Corporate Support Services Manager, this position is responsible for planning, coordinating, directing, delivery and implementing the process of procurement of goods and services, other activities related to the supply chain as well as maintaining a record of acquisition and disposal of all official assets across different locations in IRRI India. This position will be responsible for developing and maintaining relations with vendors, service providers, Government institutions, Insurance companies, clearing and forwarding agents and other key stakeholders. Leading procurement by ensuring most cost-effective means while adhering to defined policies and regulations will be key for this position while maximizing on tax benefits for the Institute as an International organization.

• Leading on procurement of goods (including consumables) & services for IRRI India offices for all locations in discussion with Corporate Services Manager
• Leading, coordinating, directing and facilitating process and decision making for procurement in accordance with defined IRRI polices, local law and industry best practices
• Strategizing, evaluating and recommending most cost-effective means of procurement while ensuring the defined quality standards
• Leading the development and implementation of procurement policies for IRRI India offices at all locations
• Liaising and negotiating with vendors & external agencies to finalize the contract/order and establish business terms after ensuring due diligence
• Coordination and liaising with Clearing & Forwarding agents and Govt departments to ensure IRRI gets exemption and benefit of custom duty and GST refund available to international organizations
• Managing, recording, reporting and coordinating assets acquisition and disposal of IRRI India offices of all locations
• Overseeing and implementing internal controls to ensure segregation and risk mitigation
• Supervise execution of procurement requests in accordance with audit recommendations
• Independent consolidation and management of procurement related database including but not restricted to preferred vendors, bid analysis, procurement decisions, office assets, status updates on current asset list etc.

This position is based in Varanasi Uttar Pradesh and should be filled by the permanent resident of India

Roles and Responsibilities

• Independently attending, coordinating and processing of staff procurement requests
• Consolidation of scope of request and recommending appropriate course of action
• Review and Prepare procurement guidelines, SOP, develop process & formats for IRRI India, as required, to ensure smooth flow of processes and compliance to IRRI policy
• Prepare, review and present annual procurement plan in discussion with project leads
• Develop and coordinate with vendors of goods & services to prepare a list of preferred vendors to ensure best prices and terms for IRRI
• Negotiation with vendor & external agency to finalize the contract/order and establish the business term with new agency/company on or after ensuring the due diligence process
• Network and liaise with service providers to execute service agreements including annual maintenance contracts
• Liaison with Clearing & Forwarding agents for imports and with tax authorities on GST matters
• Liaise with Finance to ensure funding availability & adherence to terms of payment
• Liaise with HQ staff as required for vendors with global deals/arrangements
• Ensure physical verification of assets of all offices on an interval or once in year and reporting
• Evaluate and analyze procurement plans for different projects
• Plan, recommend and implement most suitable procurement procedures in discussion with key stakeholders
• Ensuring effective implementation of procurement processes including appropriate documentation, RFQs, Bid analysis, POs, contract agreement etc.
• Monitoring, recording and reporting of assets acquisition
• Propose and plan for disposal of office assets per donor requirements & IRRI policy
• Maintaining oversight of all procurement requests and presenting status to management from time to time
• Physical verification of all assets
• Fit for purpose procurement policies aligned with IRRI policy, local law and best practice
• Independent development and management of external relations
• Overseeing and assuring adherence to policy guidelines on Procurement
• Implementation of most cost effective, timely and efficient procurement of goods & services
• Ensuring adherence to the procurement process combined with correct documentation and due approvals
• Knowledge of OCS to be able to navigate for information and generate reports
• Avail exemptions & benefits available to an international organization
• Adherence to ‘Value for money’ considerations
• Physical verification of assets
• Insurance coverage of all assets

Qualifications

Master’s in business administration with minimum 5 years of relevant work
experience.

OR

Bachelor’s in business administration with minimum 10 years of relevant work experience.

Skills Required

Mandatory

• Excellent knowledge of procurement practices
• Excellent negotiation skills
• Customer focus
• Good proficiency in MS Office, MS Excel, PowerPoint and financial systems
• Excellent interpersonal skills
• Good knowledge of sourcing from international vendors
• Good communication skills
• Can effectively establish priorities and meet deadlines

Preferred

• Has experience working in and international work environment, nongovernment sector and/or agricultural sector
• Experienced in using an ERP system

In addition to the base salary mentioned above, IRRI also offers the following allowances:

• House-Rent Allowance: IRRI provides a house rent allowance of 40% of base pay per month.
• Transport Allowance: A monthly transport allowance of INR 5,000
• Dearness Allowance: One Hundred and Thirteen percent (113%) of employee’s base pay.
• Leave Travel Allowance (LTA):One-month base pay per annum, on availing minimum 2 days of vacation leave
• Education Allowance: INR 1000/- per child per month (limited 2 children)

IRRI offers a highly extensive employee benefits package inclusive of globally-covered medical insurance, retirement plan, life and accident insurance and other allowances.

Join our team and be part of our story!

Please note only shortlisted candidates will be contacted.