Martha Merikol

Supervision and capacity building

• Supervise and guide the activities of operations staff to ensure compliance to ICRAF policies and procedures.
• Lead hiring, onboarding, training and coaching of new staff hires to fulfill business requirements.
• Train new staff on the procurement SOPs and guidelines

Policy and systems

• Developed procurement ERP system and procedures that have helped improve operational quality and team efficiency.
• Lead in review and implementation of the policies and internal control systems to ensure procurement is carried out with utmost professionalism.
• Ensure compliance to ICRAF and donor policies in the procurement of goods and services.
• Audit Support & Action Planning: Support audits by supplying supporting documents and implementing corrective actions

Supplier / vendor management and contract support

• Develop and maintain good relationships with external vendors and suppliers.
• Define criteria for prequalification of vendors, review and ensure regular update to the list for all countries.
• Negotiate contracts, manage vendor relationships, and evaluate supplier performance.
• Ensure all suppliers / service providers information and performance are updated on the system

Procurement planning and execution

• Guide unit heads in developing and tracking procurement plans for Africa, Latin America and Asia offices to ensure smooth execution of procurement plans.
• Analyze and report on key performance metrics to guide in business decisions.
• Ensure compliance with ICRAF procurement policies and procedures and any external requirements from donors and legal entities.
• Verification and matching of all support documents to facilitate payment process.
• Provide guidance on source procedures, review requests for proposals (RFPs, RFQs), and tendering processes.
• Review and approve of sole source justifications and advance payments.
• Develop and review service contract agreements for 20 outsourced providers i.e. gardening, security, cleaning & Janitorial, catering, travel agents, transport, fire services etc.
• Guide procurement committee members in all countries.
• Lead in negotiation of contracts with vendors and suppliers to obtain best pricing and terms.
• Lead successful delivery of the procurement services in a timely, qualitative, and cost-effective manner.
• Perform risk management for supplier contracts and agreements for compliance
• Lead in asset management to ensure they are tracked, insured and disposal of obsolete assets

Country Offices Procurement Support:

• Serve as the primary point of contact for the procurement function, work with country offices to ensure procurement and logistics effectiveness and delivery of goods and services in a timely fashion

Logistics & Inventory Management:

• Ensure all in and the outbound logistics process is carried out efficiently through clearing agents to prepare the necessary documentation to obtain customs clearance and VAT exemption on imports where applicable.

• Supervised the facilities team and the outsourced service providers and ensured high quality maintenance of the institution's facilities for optimal service delivery
• Managed over 20 outsourced facilities services vendors supporting operations to ensure high standards of service delivery through strict adherence to ICRAF policies and SLA's i.e., janitorial, landscaping, UPS, generator, Catering services, Electric fence, Garbage collection, vermin and termite control, Fire alarms, staff group transport, taxi services, travel services etc.
• Managed Hosting agreements with the hosted organizations and advised the regional offices on hosting agreements leading to improved partnerships
• Developed unit's annual budget and monitored to ensure utilization within approved limits
• Liaised with external project stakeholders (Architects, Engineers and quantity surveyors) to ensure successful implementation of projects valued at over US $400,000
• Worked closely with Finance unit to ensure full chargebacks for office and lab spaces
• Managed contracts to ensure projects were completed according to approved time, quality and cost estimates/ as awarded.
• Led in asset management to ensure they are tracked, insured and work with procurement in disposal of obsolete assets
• Proposed sustainable improvement initiatives to ensure the efficient use of energy and water.
• Promoted positive customer experience through day-to-day supervision and management of facilities.
• Provided support to Africa, Asia and latin America country offices representatives in managing corporate services and lease agreements

Procurement roles

• Managed the procurement and facilities team through establishment of priorities and performance monitoring that ensured improved efficiency in service delivery.
• Developed and implemented purchasing and contract management instructions, policies, and procedures.
• Reviewed purchase order claims and contracts for conformance to company policies.
• Strategized and negotiated with suppliers and vendors that ensured costs savings of 15% of annual budget
• Prequalified vendors of good and services that are aligned to bank's mission
• Developed and controlled purchasing department budgets.
• Interviewed and hired staff and oversaw staff training.
• Analyzed market and delivery systems to plan inventory.
• Developed specifications for equipment and goods
• Resolved staff and vendor grievances to ensure win win situations.
• Negotiated contracts and formulated policies with suppliers.

Assets and facilities management

• Managed all the property needs of the bank – space acquisition, lease negotiations & reviews, managed construction of new offices and branches.
• Developed maintenance plans & oversee repair of facilities and renovation works
• Oversaw general administrative services
• Managed asset acquisition, maintenance, insurance and obsolete disposal
• Managed fleet ensuring timely dispatching, insurance and tracking
• Improved safety procedures to create safe working conditions for workers.

• Managed vendor contracts to ensure service delivery as per SLA's
• Assisted in drafting and negotiation of supplier contracts
• Provided best practice advice for the day-to-day management of their property and for space optimization.
• Made budgetary estimates for decision on refurbishment or leasing of premises.
• Invited tenders for projects analyzing the same and recommending for approval and issuance of LPO's.
• Established and maintained relationship vendors
• Supervised construction and refurbishment works to ensure quality workmanship to specifications
• Led in planning and administration of vendor contracts
• Prepared project progress and status reports for presentation to departmental heads and advice to clients.
• Provided property support services to the business.

• Prepared financial estimates, feasibility studies and budgets for construction projects
• Reviewed contract specifications, advice on and prepared tender documentation.
• Analyzed and evaluated tender documents
• Prepared award of contract and tender report for approval
• Established and maintained contact with contractors, Project consultants and vendors.
• Prepared valuations and payments to contractors.
• Administered contracts and assisted in reviews
• Advised parties on contractual matters on projects.
• Ensured compliance to policies, procedures and standards
• Advised on procurement strategy to adapt in view of cost effectiveness and project completion, taking into account risks

• Initiated and facilitated contract negotiations.
• Priced & prepared tender documents for bidding.
• Analyzed and evaluated tenders and quotations from suppliers.
• Administered contracts, re-measurements of the works & preparation of valuations
• Negotiated contracts with suppliers and vendors, securing best pricing for materials, labor and equipment.
• Reviewed and approved invoices and payments, verifying accuracy of expenses.