Procurement Officer

Reports to: Procurement Specialist

Location: Cairo, Egypt

Purpose of the position

The Procurement Officer handles procurement for assigned country offices, from reviewing requests to delivery and contract closure, ensuring compliance with ICARDA procurement procedures, donor requirements, ethical standards and applicable local regulations.

The role covers routine and complex purchases, including transactions above USD 30,000, and requires sound judgement, independent problem-solving and close follow-up. Responsibilities include supplier management, contract administration, international shipping and customs coordination. Contract awards and commitments remain subject to ICARDA’s delegated authority.

About ICARDA

The International Center for Agricultural Research in the Dry Areas (ICARDA) is a treaty-based international non-profit research organization supported by CGIAR.

ICARDA’s mission is to reduce poverty, enhance food, water, and nutritional security, as well as environmental health in the face of global challenges including climate change. We do this through innovative science, strategic partnerships, linking research to development and capacity development that take into account gender equality and the role of youth in transforming the dry areas. ICARDA works in partnership with governments, universities, civil society, national agricultural research organization, other CGIAR Research Centers, and the private sector. With its temporary Headquarters in Beirut, Lebanon, ICARDA operates in regional and country offices across Africa, Asia and the Middle East. For more information: www.icarda.org.

Main responsibilities

Procurement Operations:

· Manage routine, higher-value and complex procurement of goods, services and works for assigned countries, including transactions above USD 30,000, using the applicable procurement methods and approval requirements.

· Handle end-to-end procurement processes, including sourcing, bidding, bid analysis, evaluation, award recommendations, purchase order preparation, delivery follow-up and contract closure.

· Prepare and issue RFQs, RFPs and tenders, and respond to supplier questions in coordination with requesting teams.

· Ensure all procurement actions comply with ICARDA procurement policies, donor requirements, ethical standards, and local regulations.

· Support the preparation and regular update of procurement plans with stakeholders and ensure timely implementation.

· Work with requesting teams to clarify requirements, check specifications and agree realistic procurement timelines.

· Ensure timely delivery of contracted goods and services and resolve operational issues as needed.

· Coordinate delivery confirmation and Goods Receipt Notes (GRNs) with requesting teams, and support matching purchase orders, invoices and delivery records in line with applicable controls.

· Support procurement activities related to works contracts and service agreements in coordination with technical teams and management.

· Coordinate bid evaluations and Procurement Evaluation Committee meetings; prepare comparisons, evaluation reports and award recommendations for approval.

Supplier Management:

· Conduct market research and identify qualified and competitive suppliers.

· Keep supplier registration, due diligence records and profiles in Unit4 ERP current.

· Support supplier vetting, supplier risk assessments, and compliance reviews.

· Monitor supplier performance, follow up on delivery or service issues and maintain performance records.

· Build and maintain strong professional relationships with suppliers while ensuring transparency and fairness.

· Proactively identify supply risks and recommend mitigation actions.

Contract Administration and Logistics:

· Prepare purchase orders and support contract preparation; follow up on delivery dates, outstanding commitments and contract completion.

· Arrange imports and exports with suppliers, freight forwarders, shipping agents and customs brokers, and track shipments through to final delivery.

· Maintain complete procurement and contract files covering quotations, evaluations, approvals, orders, shipping documents and delivery records through closure.

· Check invoices, packing lists, certificates of origin and transport documents, and apply agreed Incoterms to clarify shipping costs and responsibilities.

· Work with Administration, Finance, country teams and relevant technical or legal colleagues to resolve shipping, customs clearance and contract execution issues.

Reporting and Internal Coordination:

· Keep Unit4 ERP records, procurement trackers and contract records current, and prepare procurement status reports and performance summaries.

· Follow up with suppliers on invoices and coordinate with Finance and requesting teams on delivery confirmation and payment queries.

· Ensure requisitioners are regularly updated on procurement status and timelines.

· Provide records and explanations for audits, review procurement files for missing documents and follow up on identified issues.

· Suggest practical improvements that reduce procurement delays and improve the quality of procurement work.

· Guide staff on procurement procedures and donor conditions, support compliance reviews and refer exceptions or difficult cases to the supervisor.

Other responsibilities:

· Provide procurement cover during the Procurement Specialist’s absence as assigned, within applicable delegated authority and approval requirements.

· Support the supervisor in implementing procurement plans and work priorities across assigned countries.

· Guide Procurement Assistants, new staff and interns on procurement procedures and documentation requirements.

· Work collaboratively with PSD, Finance, Administration and requesting teams to support timely service delivery.

· Perform other procurement-related tasks assigned by the supervisor.

Requirements

Education, qualifications, and experience

· Bachelor’s degree in Logistics, Supply Chain, Commerce, Business Administration, or other relevant university degree.

· Al least 3 years of relevant procurement experience, preferably with an international organization or on donor-funded projects.

· Practical knowledge of international shipping, customs documentation and Incoterms.

· Strong working knowledge of sourcing, bid evaluation, contracts, supplier management and procurement controls.

· Good knowledge of procurement procedures, donor requirements and procurement ethics.

· Advanced working knowledge of ERP systems, preferably Unit4, with good Excel and record-keeping skills.

· Very good Arabic and English communication skills, both written and spoken.

· Strong analytical, organizational and problem-solving skills, with the ability to resolve issues independently and identify when matters need to be referred to the supervisor.

· Ability to manage several procurement requests, prioritize effectively and work under pressure.

Benefits

Terms of appointment, salary, and benefits

This is a nationally recruited position open for Egyptian nationals for which ICARDA offers an attractive compensation package including a competitive salary, medical insurance, 30 days of annual leave, five months’ maternity leave, 15 days’ paternity leave. The successful candidate will be offered an initial contract of 3 years, renewable subject to continued need for the position and satisfactory performance. The first three (3) months will be a probationary period.

Please be advised that ICARDA accepts applications only in English, as per the organization's standard communication language. Applications in other languages will not be considered.

Only shortlisted candidates will be contacted.