“WorldFish is a leading international research organization working to transform aquatic food systems to reduce hunger, malnutrition, and poverty. It collaborates with international, regional, and national partners to co-develop and deliver scientific innovations, evidence for policy, and knowledge to enable equitable and inclusive impact for millions who depend on fish for their livelihoods. As a member of CGIAR, WorldFish contributes to building a food- and nutrition-secure future and restoring natural resources. Headquartered in Penang, Malaysia, with country offices across Africa, Asia, and the Pacific, WorldFish strives to create resilient and inclusive food systems for shared prosperity. For more information, visit: www.worldfishcenter.org”

About the Position

The Head of Procurement and Administration will be responsible for all administration aspects in the headquarters such as procurement, facilities, transport, travel and office support facilitation.

Under Procurement, the incumbent is responsible to manage world class procurement function at WorldFish. The post holder will be expected to be both strategic and hands-on, involved in the development of procurement strategies and leading in the end to end procurement process. The incumbent will be required to work closely with research leads, project leads and other stakeholders, to ensure timely sourcing of goods and services that offer the best value for money, across WorldFish’s global footprint. A solid track record of developing and implementing best practice procurement processes, as well as generating significant savings, is a key requirement for this post.

For Administration, the incumbent will act as an overseer and advisor on all aspects of office management and operations. This includes administration, facilities globally and logistical service and common administrative services consistent with WorldFish policies. The main role is to ensuring smooth functioning and consistent services delivery.

The incumbent also will assist and coordinate to ensure WorldFish policies are implemented at all WorldFish’s countries offices. Oversee the provision of comprehensive, effective, and efficient advanced administrative support services to the three centers under the tripartite agreement, which are International Center for Living Aquatic Resources Management (WorldFish), International Water Management Institute (IWMI) and International Rice Research Institute (IRRI).

The successful candidate will be responsible for:

Procurement

• Lead in the development, monitoring and implementation, end-to-end procurement process of corporate procurement policies and standards, ensuring compliance with codes of conduct, operating guidelines and procurement regulations, globally.
• Lead in the end-to-end procurement process from the tendering, negotiating, contracting, management and closure of contracts, ensuring they offer the best value for money to WorldFish and meet legal, audit and donor requirements.
• Provide guidance and support to the procurement teams across the global network, including HQ. This includes timely mitigation of procurement related risks, enhancing procurement compliance, offering sensible solutions to resolve challenges faced in country and ensure transactions are well documented and supported. Coordinate with another 2 centres under tripartite agreement.
• Organize and monitor annual Procurement Plans through working closely with stakeholders, understanding and planning for their needs to ensure timely, compliant, and well documented sourcing.
• Ensure data integrity on the Unit 4/OCS system and transactions are well documented and supported.
• Represent WorldFish Procurement interests in the CGIAR Community of Practice and associated high level forums through appropriate engagement and influence in system level activities.

Administration

• Maintain overall supervision and direction of the headquarters administration and facilities.
• Lead WF in the implementation of the UN Global Compact Requirements on Greenhouse Gas Emissions (GHG), audit and mitigations.
• Create training, process, develop and update corporate policies and procedures for administrative units and oversee implementation of it.
• Direct, supervise and coordinate all aspects of facility services through proper scheduling of maintenance work, e.g., air conditioning, electrical and plumbing systems, water supply, fire hydrants and standby generators, etc. Responsible on SOP for all requirement under facility globally.
• Participate and support Business Continuity Plan (BCP) activities to comply with the Centre’s BCP.
• Develop and implement long-range facilities improvement and equipment plan and update annual operational plans and budgets for administrative sections in line with organizational targets and objectives.
• Support the operations at headquarters to not only conform to best practice regarding health and safety but also ensure they are efficient, effective, and economical.
• Dealing with emergencies or urgent issues as they arise, acting as the first point of contact for the building, facilities and services at headquarters and liaising with others, e.g., Human Resources Department, as appropriate.
• Perform other related duties from time to time as required.

Requirements

This job might be for you if you have the below skills and qualifications:

• Degree holder; preferably in Business Administration, Economics, Law or similar; and
• Accredited professional qualification (CIPS or equivalent).
• A minimum of 8 of progressive post qualification experience.
• At least 3 years working in a similar senior Procurement role and delivering at a high standard.
• Excellent leadership qualities.
• Excellent communications skills in written/spoken English.
• Negotiation skills.
• High level of service delivery approach and customer satisfaction.
• Excellent inter-personal skills.
• Ability to deal with sensitive and confidential information in a professional manner.
• Personal attributes such as high standards of conduct, respect, flexibility and sound work ethics.
• Ability to work effectively in a multi-disciplinary and multi-cultural setting.
• Strong problem-solving ability and resolving issues with minimum disruption to business operations.

Desired Skills and Qualifications

• Some experience in the procurement of research and scientific related goods and services.
• Experience working in the NGO sector.

Benefits

This is a Nationally Recruited Staff (NRS) position and WorldFish offers a competitive remuneration package including comprehensive benefits (but not limited to) insurance coverage for staff and eligible dependents, employer provident fund contribution, paid leave and others. The duration of the contract will initially be for a three-year period with possibility for extension, depending on funding and performance.

How to Apply

Interested applicants are invited to submit the following information online latest by 10 November 2023:

• A copy of your curriculum vitae,
• A cover letter which addresses key requirements stated above; and
• Contact information of three professional referees who may be contacted if you are short-listed for the position.

Location: The post holder will be based in Penang, Malaysia.

The screening will start immediately and will continue until the position is filled. Due to the high volume of applicants for WorldFish positions, we appreciate all interest, but only short-listed candidates will be contacted.

Our Gender, Diversity and Inclusion Commitment

WorldFish has 7 offices across Asia, Africa and the Pacific, with more than 400 staff and 27 nationalities who contribute to a dynamic multicultural work environment.

WorldFish is committed to promoting a work environment where diversity and inclusion is valued and we seek to have gender balance in the organization. We aim to also seek balance across other diversity dimensions.

People in WorldFish are treated equally irrespective of gender, ethnicity/race, national or social origin, disability, religion, political affiliation, age, family size, marital status or any other form of personal identity.

We are an equal opportunities employer and strongly encourage qualified women and men from developing nations to apply.