Procurement Officer (Re-posted)

World Agroforestry (ICRAF) – Vietnam Office

Recruitment of Procurement Officer (Re-posted)

About our organization

The International Center for Research in Agroforestry (also known as the World Agroforestry or ICRAF) is an independent research institution which generates science-based knowledge about the complex role which trees play in agricultural landscapes and rural livelihoods. As part of the Centre’s work to bring tree-based solutions to bear on poverty and environmental problems, researchers – working in close collaboration with partners – are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.

The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 34 countries in Africa, Asia and Latin America. We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.

To learn more about our organization, please visit our website: www.worldagroforestry.org

The Position

ICRAF Viet Nam country office is seeking for the dynamic motivated Procurement Officer to assist the project manager and IFS partner of the project "Learning Center for Zero Emission and Climate Resilience in Northern Viet Nam (LEARN-VN) in conducting and managing procurement plan and activities to accommodate and facilitate various project implementation needs of equipment, research supplies and inputs, design and construction to set up demonstrations and facilities of learning center the Thai Nguyen site.  

The Procurement Officer will report directly to Office Manager and work closely with the LEARN-VN project manager. She/he is required to perform and fulfill the following tasks and responsibilities:

Main Responsibilities

1. Project Learning Center for Zero Emission and Climate Resilience in Northern Viet Nam (LEARN-VN) (2023-2025) (90%)

• Ensure purchase goods or services in the best interest of the organization, donors, and beneficiaries; this includes obtaining quality goods and services in needed quantities to be delivered at the required time and place as per specifications set forth by the Requestor.
• Obtain best value for money bids and favorable terms in the best interest of the organization, donors, and beneficiaries in line with predefined criteria.
• Properly and adequately document each procurement. Maintain records segregated per purchase, vendor database, vendor profile, and vendor performance.
• Communicate with other departments throughout the procurement action until goods are delivered or services are completed by maintaining an accurate and complete, appropriate procurement record.
• Comply with ethical standards, internal policies and procedures, donor regulations, and international and local law. Be on the lookout for and report any suspicious behavior or unethical conduct.
• Avoid any conflict of interest or the appearance of conflicts of interest in all relationships with vendors. Deal fairly and impartially with all vendors.
• Prepare an entire and annual project procurement plan for LEARN-VN project and update the changes if needed
• Consolidate project procurement requests and plan from project units for consideration and approval of the Government and ICRAF/IFS;
• Carry out procurement processes and activities under the project with appropriate methods as stipulation of ICRAF’s and IFS’ policies. This includes but not limits to

1. Prepare and issue procurement documents including planning, preparation of specifications/requirements, budget considerations, selection method etc. and widely distribute RFP/RFQ on through the most appropriate way, e.g. electronically, print media, websites/portal, emails or any other defined channel.
2. Coordinate evaluation and selection of bidders, prepare bidding evaluation report...
3. Recommend winning bidder to procurement approving authorities, based on established solicitation evaluation criteria.
4. Prepare draft purchase contract for review and approval, then manage contracts implementation of goods and services procured.

• Provide needed responses to questions regarding the procurement action.
• Provide and conduct procurement training and/or guidance in procurement procedures and skills if needed for ICRAF/IFS’ staff.

2. ICRAF Office’s procurement (10%)

• Involve in office procurement plan and activity to meet the project/office’s needs.
• Provide needed responses to questions regarding the procurement action.
• Provide and conduct procurement training and/or guidance in procurement procedures.
• Maintain vendor database, vendor profile, and vendor performance.

Qualifications and Skills Required

Minimum Academic and Professional Qualifications:

• Bachelor degree in civil construction, architecture, administration, economics, Agri-forestry or related field. Master holder is a surplus merit.
• Knowledge of new-style green-ecology and technologies will be a major plus.

Minimum Work Experience:

• At least five years of relevant experience, preferably related to procurement/contract management, supply-chain management, eco-/civil construction management and/or rural development, with not-for-profit organizations and research institutions.
• Demonstrated experience in design or architecture, civil work constructions, data management and M&E.
• Understanding and knowledge of Gov’t bidding law and regulations
• Computer literacy (on Window-based system including Excel and Word). Understanding and usage of architecture design (autoCad, SketchUp...) and construction estimation software is a merit.

Skills and Competencies

• Well organized; able to meet deadlines.
• Good command of English, showing ability to communicate well in spoken and written form in both Vietnamese and English
• Good interpersonal skills and ability to work well in multi-cultural teams.
• Good understanding of time management and able to work under pressure.
• Ability to work independently.
• Good facilitation skill.
• Willingness to spend some time in the project site.
• Open to receiving feedbacks from others.

Terms of offer

• One-year contract with a competitive salary, to be renewed upon performance and budget availability.
• The contract is subject to 3(three) monthsprobation period, assessment of performance.
• Start working as soon as possible. Immediate availability to join CIFOR-ICRAF team is a merit.

How to apply

Applications for the position must include:

• A cover letter illustrating your suitability for the position against the listed requirements.
• A detailed curriculum vitae.
• The names and addresses of three referees, including telephone, and email address.

All correspondence should be addressed to the World Agroforestry Centre (ICRAF) Office Hanoi, at the 13th floor, HCMCC building, 249A Thuy Khue street, Tay Ho district, Hanoi, Vietnam OR via email: [email protected]. Applicants should indicate “Application – Procurement Officer” on their application letters and email submissions.

Applications will be considered until the15 October 2023. Please note that only short-listed applicants will be contacted.

ICRAF believes that staff diversity promotes excellence, and strongly encourages local-based candidates to apply.  We invite you to learn more about ICRAF at our web site:

www.worldagroforestry.org/regions/southeast_asia/vietnam