K26355 Business Service Manager

CIMMYT is a cutting-edge, non-profit, international organization dedicated to solving tomorrow’s problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries. CIMMYT is a core CGIAR Research Center, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources. 

For more information, visit https://www.cimmyt.org/es/

CIMMYT is looking for a Business Service Manager – Kenya who can lead and coordinate Business Services operations, ensuring that procurement, logistics, fleet and travel, inventory, and warehouse management effectively support research programs and country priorities. The position plays a key role in ensuring efficient and compliant service delivery within a shared services model, working closely with Country leadership, Programs, Finance, Legal, IT, HR, and other Operations functions. The incumbent will be responsible for strengthening operational coordination, ensuring compliance with CIMMYT policies, donor requirements, internal controls, and applicable Kenyan regulations, and contributing to the effective delivery of CIMMYT’s research and institutional objectives in Kenya.

Key Responsibilities and Activities:

1. Procurement and Logistics Management

• Provide oversight of end-to-end procurement of goods, services, and works, ensuring timely, cost-effective, transparent, and compliant processes.
• Ensure procurement activities comply with CIMMYT policies, the ERP system, applicable Kenyan laws, donor requirements, and recognized good practices.
• Review and provide oversight of Procurement Requests to ensure completeness, appropriate specifications, approvals, and supporting documentation.
• Work with Buyers and Program teams to strengthen procurement planning and improve the quality and timeliness of procurement requests.
• Coordinate vendor sourcing, evaluation, due diligence, onboarding, and maintenance of the vendor registry.

• Ensure vendor selection processes are transparent, competitive, and compliant with applicable policies and procedures.
• Monitor procurement transactions and proactively identify and address risks or delays that could affect program delivery.
• Monitor delivery of goods and services against approved specifications, timelines, and requirements.
• Coordinate with Finance to support timely payment of procurement transactions by ensuring complete documentation is submitted.
• Support customs clearance, shipping, and related processes for international orders in accordance with applicable Kenyan regulations.
• Provide accurate procurement reports and supporting documentation for management reviews, audits, and other institutional requirements.
• Conduct periodic staff awareness and refresher sessions on procurement policies, procedures, and system requirements.

2. Fleet and Travel Management

• Oversee management of CIMMYT's institutional vehicle fleet across Kenya, including vehicle allocation, scheduling, maintenance, insurance, roadworthiness, fuel management, and safe use.
• Provide management oversight and control of fleet records, ensuring accuracy and completeness of vehicle documentation, assignments, maintenance and service histories, fuel consumption, and driver records.
• Monitor fleet utilization, operating costs, and compliance with established controls, and identify opportunities to improve efficiency, cost effectiveness, and value for money.
• Ensure fleet operations comply with CIMMYT policies, applicable regulations, and established safety standards.
• Provide oversight of institutional travel arrangements, including ground transportation, inter-station travel, and support for visitors and mission travel, ensuring appropriate controls, coordination, and adherence to applicable policies and procedures.
• Ensure travel arrangements and processes comply with applicable CIMMYT policies, authorization requirements, and safety protocols, particularly for field and remote-location travel.

3. Inventory, Warehouse, and Field Operations

• Oversee inventory and warehouse management across CIMMYT's Kenya locations and research stations.
• Maintain strong controls over operationally critical inventory, including agrochemicals, fertilizers, fuel, consumables, harvested produce, and other materials.
• Ensure warehouses are appropriately organized, with clear zoning, storage standards, stock movement controls, and regular physical verification.
• Maintain accurate inventory records and ensure traceability through appropriate documentation, batch tracking, reconciliations, and stock controls.
• Coordinate inter-station inventory movements and ensure that all transfers are properly documented and reconciled.
• Support the implementation and effective use of Microsoft Dynamics 365 (D365) inventory and warehouse functionality.
• Work with relevant teams to strengthen inventory controls, reduce losses, and improve visibility of stock across locations.

4. Governance, Compliance, Internal Controls and Risk Management

• Ensure day-to-day business services operations comply with CIMMYT policies, procedures, internal controls, and applicable regulatory requirements.
• Strengthen governance through effective documentation, segregation of duties, approval controls, and operational traceability.
• Ensure appropriate controls are in place for the storage and handling of agrochemicals and other operational materials, including compliance with occupational health and safety requirements.
• Identify and promptly escalate significant operational, compliance, and control risks to the Regional Business Service Manager – Africa and relevant country leadership.
• Support audit processes and ensure timely provision of accurate and verifiable documentation and responses.
• Monitor operational risks associated with seasonal activities, field operations, supply availability, transportation, and storage.
• Coordinate appropriate mitigation measures with country teams and escalate significant risks through the appropriate management channels.
• Contribute to business continuity, contingency planning, and preparedness across CIMMYT Kenya locations.

5. Team Leadership and Stakeholder Management

• Supervise, support, and develop Business Services staff and other operational personnel within the country, as applicable.
• Provide guidance and support to Program and operational teams on business services processes and requirements.
• Build capability through coaching, mentoring, knowledge sharing, and targeted training.
• Foster a culture of accountability, service excellence, operational discipline, and continuous improvement.
• Build effective working relationships across Finance, Legal, IT, HR, Programs, Research, and other stakeholders.
• Represent Business Services professionally and constructively, balancing service delivery with appropriate controls and institutional requirements.

Other Responsibilities

• Identify and mitigate potential risks within your work area.
• Take reasonable care of your own occupational health and safety and that of others, as required by CIFOR-ICRAF’s Occupational Health and Safety Policy, and cooperate with CIFOR-ICRAF in complying with relevant occupational health and safety legislation in the country.
• Participate in planning meetings and conflict resolution sessions for project-specific activities managed by your section, as required.

• Bachelor’s degree in business administration, Supply Chain Management, Logistics, Operations Management, or related discipline. A master's degree is an added advantage.
• At least 7 years of progressively responsible experience in business services, operations, supply chain, procurement, logistics, fleet, warehouse management, or a related field.
• Demonstrated experience managing operations across multiple locations, preferably in an agricultural research, development, international organization, NGO, or similar environment.
• Strong practical knowledge of procurement, logistics, fleet, inventory and warehouse management, and operational controls.
• Experience working with ERP systems. Experience with Microsoft Dynamics 365 (D365) is an advantage.
• Demonstrated understanding of internal controls, compliance, risk management, and operational governance.
• Experience working in a multi-stakeholder and matrix environment, with the ability to coordinate effectively across functions and levels of an organization.
• Knowledge of Kenyan regulatory and operational requirements relevant to procurement, logistics, fleet, and related business services is desirable.
• Strong analytical, problem-solving, organizational, and decision-making skills.
• Excellent communication and stakeholder management skills, with the ability to influence and collaborate effectively across functions.
• Excellent written and spoken English.

This is a Locally Recruited Staff (LRS) position. CIFOR-ICRAF offers a competitive remuneration package commensurate with experience and qualifications. In Kenya, employment contracts are issued under ICRAF in compliance with Kenyan labour law. Locally recruited staff are eligible for a non-contributory pension scheme, comprehensive medical insurance, paid annual and statutory leave, and learning and development opportunities in line with CIFOR-ICRAF policies.

The appointment will be for a period of two (2) years, inclusive of a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.

The duty station will be in Nairobi, Kenya.