Business Service Manager

The International Maize and Wheat Improvement Center, known by its Spanish acronym, CIMMYT®, is a not-for-profit research and training organization with partners in over 100 countries. Please refer to our website for more information: www.cimmyt.org

Business Service Manager

Key Responsibilities and Activities

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.

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.

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.

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.