Procurement

• Conduct procurement in-country to ensure effective and efficient management of the Office, in line with CIMMYT’s policies and delegation of authority.
• Works closely with the CIMMYT headquarters to comply and align the procurement process with pertinent polices.
• Facilitate the internal and external audits taking place in-country for CIMMYT.

Administration

• Arrange meetings, workshops, and seminars by supporting travel, VISAs, and help in deciding for hotel stay for visitors/officials, conference room booking etc.
• Manage Facilities and supplies and ensure timely replenishment of supplies working with providers
• Oversee office cleanliness and repairs working with and within the host institution policies.
• Recording keeping (virtual and physical) of important CIMMYT Documents.
• Any other activity as required by the supervisor.

Transportation

• Ensure adequate transportation operation in country, from fleet requirements planning, vehicle purchase, registration, assignment, transfers, maintenance, to disposal and incidents (crash and collision) management.
• Implement the Transport Management Policies and procedures ensuring it is understood by all and it is adhered to.
• Ensure recharges to the customer units are accurate and timely and work together with the Fleet Management Unit at HQ and the Finance Coordinator in country in updating rates periodically.
• Maintain that vehicle files are well designed and organized, filling system is in order and all documentation is filed in respective files.
• Liaise with Insurance Company to optimize in insurance costs and coverage. Oversees accident reports and documentation is correctly filled out; submits the reports to the insurance company and follow-up on claims to completion.
• Ensure all new staff members are meeting the requirements to be authorized to drive CIMMYT vehicles.
• Support Internationally Recruited Staff in obtaining Driver’s licenses in Sudan.
• Support transportation budget monitoring with Finance Coordinator. Monitor fleet expenses (i.e maintenance, fuel, etc.) compare them to budget in a periodic manner to identify unusual trends/deviation and implement corrective actions to address them. Ensure fleet costs are properly charged in accordance with policy.
• Assess and implement effective fleet safety system and programs. Develop and implement a comprehensive E&OHS program.