Procurement Associate - Rabat, Morocco (Nationally Recruited Staff)
ICARDA, Morocco

Context of the position

The Morocco office is the largest ICARDA location outside of headquarters. Most staff in the Morocco office work for the Breeding and Crop Improvement program and the Program Director is based there. However, all ICARDA scientific programs have activities in Morocco. The staff is diverse in terms of scientific discipline, seniority and experience. ICARDA uses research stations across Morocco and works closely with INRA and other partners. Projects also have field activities in different regions of Morocco. The research station in Merchouch, the genebank operations, the Rabat laboratories, the speed breeding facility and other activities require a range of goods and services to be procured. A substantial portion of this procurement is technical (e.g. construction, lab equipment). The main interlocutor on procurement matters of Rabat-based project leaders is the Rabat-based Procurement Associate who reports directly to the Cairo-based Procurement Manager and works under her close supervision. The Procurement Associate also advises the Tunis Office on procurement as they both deal with suppliers in the same language. The Procurement Associate is a key member of the Corporate Services team in Rabat which is self-managed at local level. S/he works closely with Finance and Administration in particular. S/he supervises one assistant.

Purpose of the position

The position is responsible for ensuring that procurement of goods, services and works undertaken by ICARDA in Morocco is conducted professionally, providing quality services to requesters while achieving best value for money. The position must ensure that procurement operations comply with ICARDA procurement strategies, policies, including ethical standards, local laws and donor regulations. Responsibilities related to logistics include import and clearance and advisory support to the Tunisia office.

Main responsibilities

Ensure quality service delivery

• In coordination with stakeholders and HQ, proactively ensure that good procurement planning processes are in place and are being followed, produce and update procurement plan as needed
• Prioritize the work to ensure timely and compliant services to requesters;
• Organize the procurement day to day operations in Morocco : sourcing of suppliers, bidding, selection, receipt, follow up, payment) and problem solve as needed,
• Develop appropriate bidding documents and ensure that best value and compliance with applicable laws and regulations are achieved,
• Ensure timely delivery of contracted goods and services,
• Ensure that contracts for works are developed and managed in accordance with organizational standards and coordinate or help coordinate technical committees accordingly,
• Problem solve as needed, always combining the need to provide timely and good services to the requester with the need for value for money and compliance with ICARDA and donor policies,
• Ensure effective communication with requesters, including status reports, is in place,
• Ensure that requesters and members of Procurement committees are aware of the procurement processes and procedures to follow, and
• Work with the Procurement Manager to ensure that the level of client satisfaction is regularly measured and analyzed.
• Stay current on changes that may affect the supply and proactively anticipate the demand of required products and services and advise stakeholders accordingly,
• Seek and vet new suppliers as needed,
• Ensure that the performance of suppliers is regularly reviewed,
• Conduct supplier risk assessment and regularly review their performance and compliance with ethical norms and international standards and regulations,
• Ensure the supplier database is always up to date.

Manage suppliers in Morocco

Administer procurement contracts in Morocco

• Ensure that contracts and service agreements are negotiated in line with organizational requirements and norms,
• Collaborate closely with Finance to ensure timely payment of supplier invoices,
• Ensure procurement records and documents, including commercial contracts, are maintained and documented from origination through completion.

Represent the Procurement function in Morocco

• Ensure stakeholders are aware of procurement procedures and can comply with them, support them as needed,
• Liaise and problem solve with suppliers and other parties involved in procurement (e.g. technical advisors, local legal advisor)
• Coordinate closely with Headquarters and share information, challenges, issues or lessons learned as needed, make recommendations for improvements to policies and proced

Job Rewards and Benefits