BISA Procurement, Logistics and Fleet Coordinator

The Borlaug Institute for South Asia (BISA) is a non-profit international research institute dedicated to food, nutrition and livelihood security as well as environmental rehabilitation in South Asia, which is home to more than 300 million undernourished people. BISA is a collaborative effort involving CIMMYT and the Indian Council for Agricultural Research (ICAR). Please refer to the website for more information: www.bisa.org and www.cimmyt.org.

We are seeking a dynamic, and self-motivated professional with excellent organizational and people skills for the position of BISA Procurement, Logistics and Fleet Coordinator.

The position will be based at Delhi.

The main responsibilities of this position will be:

• Handle Procurement of goods and services for BISA in India with due compliance with policy and procedures, including customs clearance of imports. Ensure due diligence and implementation of audit recommendations.
• Verifying and processing all documents for procurements for site offices (request for quotation, purchase request form, quotations, comparative matrix, procurement committee recommendation etc.)
• Coordination with HQ procurement team (for generation of high-value POs) and with HQ legal team (for generation of purchase agreements, service contracts etc.)
• Verifying and keeping a record of all documents related to the sale of farm produce at site offices in India.
• Assist in the preparation of Annual Maintenance Contracts, Lease Contracts, and other service agreements in consultation with HQ Legal.
• Oversee travel and all other logistic requirements for pan India related to travel, hotel accommodation, booking of suitable venues for events, etc.
• Coordinating delivery and ensuring timely payments to vendors by verifying the invoices and submission to finance for payment processing.
• Facilitate CAPEX approvals through HQ – collate requests, get the fund availability & ICC checked and submit to HQ with justification.
• Assist in the development and implementation of procedures and guidelines related to procurement, logistics, fleet management and related services.
• Maintain a comprehensive database of all vendor agreements, travel, hotel, and event bookings and cancellations.
• Monitor and ensure effective use of the CIMMYT-BISA fleet, including the allocation of vehicles, fair and equitable assignment of drivers, and troubleshooting problems when they occur.
• Coordinate insurance management for Public Liability, Staff Fidelity, Property, Vehicles/ Agri Equipments, and physical IT assets.
• Ensure proper distribution of IT Assets as per the guidance of IT team.
• Oversee fixed asset and inventory management for all locations, including physical verification & tagging of assets; auction & scrap of assets; asset record for staff.
• Supporting training and capacity building of staff of different CIMMYT-BISA site offices for procurement, logistics, and fleet management procedures.
• Execute any other activities assigned by the supervisor.

Requirements

We are seeking candidates with the following academic qualifications, experience, skills and attitudes:

• Bachelor’s degree in administration, Business Administration, Management, Hospitality, Arts, Humanities, or related subjects and minimum 10 years of relevant work experience in procurement, logistics and Administration Management.

OR

Master’s degree in administration, Business Administration, Management, Tourism, Hospitality, Arts, Humanities, or related field and minimum 7 years of relevant work experience in Logistics and Administration Management.

• Experience working in international organizations.
• Experience in supervising staff.
• Has worked in a multicultural management environment.
• Understands the needs of clients and is client-oriented.
• Has an eye for detail.
• Must have strong negotiation, troubleshooting and problem-solving, communication and inter-personal, client orientation skills.
• Has good organizational skills.
• Has experience in providing administrative support to multicultural research teams.

Women candidates are encouraged to apply.

CIMMYT-BISA is an equal-opportunity employer and strives for staff diversity in gender and nationality.