ABOUT THE POSITION
1. The incumbent will be responsible for accounting and book-keeping in FLRP under supervision of Senior Officer – Administration and Finance; and will provide administrative support to the Platform Manager.
2. He/she will work closely with Senior Officer – Administration and Finance in Delhi office and PSD in HQ to ensure that the procurement functions are done optimally.
MAIN RESPONSIBILITIES
Accounting
1. Recording financial entries at FLRP, Amlaha, and provide periodic financial reports to Senior Officer – Administration and Finance, SACRP
2. Assist in preparing bank reconciliations, preparation of vouchers, cheques, and other financial operations at FLRP, Amlaha
3. Handling petty cash and ensuring proper management of the same
4. Provide all supporting documents to SACRP, New Delhi, and HQ, whenever required
5. Support FLRP with any additional requirements related to finance and audit
6. Undertake procurement functions for offices and projects in Amlaha (Madhya Pradesh), New Delhi, Bhubaneswar (Odisha), and other ICARDA-SACRP locations as required
7. In coordination with stakeholders, SACRP management and HQ, ensure that good procurement planning processes are in place and are being followed; essential to stay current on changes in procedures, products and services, and inform stakeholders and PSD accordingly
8. Managing the procurement day to day operations in India, dealing and problem-solving with Government suppliers/vendors as needed, under the supervision of Senior Officer – Administration and Finance, SACRP; and overall guidance of Procurement Manager, ICARDA HQ
9. Develop RFPs/RFQs in adherence to ICARDA-PSD guidelines, and ensure that best value and compliance with applicable laws and regulations are achieved
10. Prepare comparatives of quotations received to evaluate final bidder, in presence of Senior Officer – Administration and Finance, SACRP, Platform Manager, FLRP and Regional Coordinator, SACRP, or their designees; upload entire procurement files on OSCAR (ERP/intranet database) and forward the same to proxies for Purchase Request/Purchase Order processes
11. Ensure timely delivery of contracted goods and services through effective communication with requesters and suppliers to cater to client satisfaction
12. Seek and vet new suppliers as needed, and update suppliers in compliance with PSD guidelines; conduct supplier risk assessment and regularly review their performance and compliance with ethical norms and international standards and regulations
13. Ensure that contracts and service agreements are negotiated in line with organizational requirements and norms; Ensure procurement records and documents, including commercial contracts, are maintained and documented from origination through completion
14. Any other related work assigned by Senior Officer – Administration and Finance, South Asia & China Regional Program (SACRP); and Platform Manager – Food Legume Research Platform (FLRP)
15. Maintaining FLRP’s fixed asset records, inventory/depreciation registers, labor muster rolls, etc.
16. Submit travel authorizations and expense claims of FLRP staff to SACRP, New Delhi
17. Assist in organizing meetings, conferences, training courses, workshops, etc.
18. Manage routine correspondence at the Platform and provide necessary administrative assistance to the Manager, FLRP (drafting letters; tracking and replying important mails; maintaining appointment and engagement records; etc.)
19. Monitoring overall office organization and cleanliness (maintaining an efficient filing and dispatch system; keeping records of visitors; extending hospitality to guests; efficient management of posters, display shelves, pantry, upholstery, garden area, etc.)
Procurement
1. Undertake procurement functions for offices and projects in Amlaha (Madhya Pradesh), New Delhi, Bhubaneswar (Odisha), and other ICARDA-SACRP locations as required
2. In coordination with stakeholders, SACRP management and HQ, ensure that good procurement planning processes are in place and are being followed; essential to stay current on changes in procedures, products and services, and inform stakeholders and PSD accordingly
3. Managing the procurement day to day operations in India, dealing and problem-solving with Government suppliers/vendors as needed, under the supervision of Senior Officer – Administration and Finance, SACRP; and overall guidance of Procurement Manager, ICARDA HQ
4. Develop RFPs/RFQs in adherence to ICARDA-PSD guidelines, and ensure that best value and compliance with applicable laws and regulations are achieved
5. Prepare comparatives of quotations received to evaluate final bidder, in presence of Senior Officer – Administration and Finance, SACRP, Platform Manager, FLRP and Regional Coordinator, SACRP, or their designees; upload entire procurement files on OSCAR (ERP/intranet database) and forward the same to proxies for Purchase Request/Purchase Order processes
6. Ensure timely delivery of contracted goods and services through effective communication with requesters and suppliers to cater to client satisfaction
7. Seek and vet new suppliers as needed, and update suppliers in compliance with PSD guidelines; conduct supplier risk assessment and regularly review their performance and compliance with ethical norms and international standards and regulations
8. Ensure that contracts and service agreements are negotiated in line with organizational requirements and norms; Ensure procurement records and documents, including commercial contracts, are maintained and documented from origination through completion
9. Any other related work assigned by Senior Officer – Administration and Finance, South Asia & China Regional Program (SACRP); and Platform Manager – Food Legume Research Platform (FLRP)
Administration
1. Maintaining FLRP’s fixed asset records, inventory/depreciation registers, labor muster rolls, etc.
2. Submit travel authorizations and expense claims of FLRP staff to SACRP, New Delhi
3. Assist in organizing meetings, conferences, training courses, workshops, etc.
4. Manage routine correspondence at the Platform and provide necessary administrative assistance to the Manager, FLRP (drafting letters; tracking and replying important mails; maintaining appointment and engagement records; etc.)
5. Monitoring overall office organization and cleanliness (maintaining an efficient filing and dispatch system; keeping records of visitors; extending hospitality to guests; efficient management of posters, display shelves, pantry, upholstery, garden area, etc.)
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ESSENTIAL QUALIFICATIONS AND COMPETENCIES
1. Bachelor’s Degree in Finance/Business administration or related field; additional specialization in Procurement, Supply Chain Management or a closely related discipline will be preferred
2. Minimum of 3 years’ related experience in accounting, administration
3. Substantial experience in professional procurement activities (awareness of local procurement standards and regulations, supplier management, sourcing, contract management, tendering and managing high value contracts); experience in agriculture procurement is a plus
4. Excellent written and oral communication skills in English and Hindi
5. Proficiency in the use of computer applications (Microsoft Office)
6. Experience in using ERP
7. Ability to work in multidisciplinary and multicultural work environment
8. Certification in one or more industry standard certificates (e.g. CIPS) is desirable
9. Experience in international, multicultural work environments
10. Ability to plan and work to tight deadlines and handle multiple concurrent activities
11. Experience in office management and secretarial work
12. Problem-solving abilities associated with a strong service orientation
13. Strong interpersonal skills and ability to establish and maintain effective working relations with people in multi-cultural, multi-ethnic environment with sensitivity and respect for diversity, with a strong adherence to organization code of conduct
DESIRABLE QUALIFICATIONS AND COMPETENCIES
1. Certification in one or more industry standard certificates (e.g. CIPS) is desirable
2. Experience in international, multicultural work environments
3. Ability to plan and work to tight deadlines and handle multiple concurrent activities
4. Experience in office management and secretarial work
5. Problem-solving abilities associated with a strong service orientation
6. Strong interpersonal skills and ability to establish and maintain effective working relations with people in multi-cultural, multi-ethnic environment with sensitivity and respect for diversity, with a strong adherence to organization code of conduct
BENEFITS
This is a nationally recruited project-based contractual position with a consolidated all-inclusive pay, for a duration until 31 December 2021, with possibility for further extension and formalization to a Nationally Recruited Staff in due course, based on funding availability and requirement for continuity.
ICARDA is committed to increasing women representation in its workforce and strongly encourages applications from women.
Applications will be acknowledged, but only shortlisted candidates will be contacted.
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