Procurement and Contract Officer
GIZ- Internal/External Vacancy Announcement #058/2018
GIZ – EnDev Ethiopia
As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development-policy objectives. GIZ promotes complex reforms and change processes.
In Ethiopia, GIZ has been working for more than 40 years in bilateral cooperation on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and on commission of the Ethiopian Government and International Donors. GIZ Energising Development Ethiopia is looking for a qualified candidate as per the detail below:
Position: Procurement and Contract Officer
Application deadline: April 25, 2018
Place of Work: Addis Ababa
Required Candidates: One
Responsibilities:
The incumbent is responsible for the:
· Purchasing materials and equipment for EnDev Ethiopia program in accordance with GIZ rules.
· Completing customs clearance;
· Informing respective departments on time about the status of procurement, contract and customs clearance;
· Coordinating effectively with colleagues in the administrative section as well as regional office of EnDev Ethiopia;
· Prepare various types contracts and follow up contract implementation in collaboration with the technical team;
· Maintain procurement and contract follow up database:
· Liaise directly with GIZ country office procurement and service as well as finance department
· Identify bottlenecks and recommend changes for the improvement of procurement and contract process
Tasks:
Procurement:
· Receives and reviews purchase requests for clarity, compliance, detail completeness, and obtains additional information, as required;
· Buys office equipment and supplies from local markets up to the financial limit set for GIZ projects, in line with GIZ regulations for procurement;
· Purchasing of materials requested by the user department and units as per the specification and deliver the items to the store keeper by ensuring proper paper work and documentation;
· Keeps himself informed about the GIZ regulations for procurement, and keeps contact with the procurement department of the GIZ Office in Addis Ababa;
· Drafts standard letters for quotations and orders and collects pro-forma invoices
· Prepare price analysis for decision making;
· Ensures that materials bought on local markets are of high quality and reasonable price;
· Compile lists of sources of local procurement for request, quotations and proposal for bids and liaises with potential suppliers;
Contract:
§ Receives and reviews contracting requests for clarity, compliance, detail completeness, and obtains additional information, as required,
§ Prepare contracts within the project limit and follow up contracts prepared at the country office
§ Maintains a database for consulting and other service providers
§ Keeps himself informed about the GIZ regulations for various types of contracting, and liaise with the country office contract and finance departments;
Customs Clearing tasks:
Logistics and administrative tasks:
§ Assist the preparation of maintenance schedule (services) and the yearly registration and insurance of all project vehicles;
§ Assist in the supervision of Drivers/Facilitators to ensure proper use of the vehicles;
§ Assist in coordinating the logistical needs as relates to ground transportation;
§ Work closely with the Logistics Officer in developing and implementing a system to ensure efficient use and safety of the office vehicles, including timely and appropriate maintenance and monitoring costs related to routing services and maintenance;
General Duties
§ Immediately reports all problems involving procurement, contracting and logistics;
§ Represents the interests and always acts on behalf of the GIZ-EnDev Ethiopia program
§ Carries out tasks relevant to the programme which may not be explicitly mentioned in the job description as per request;
Qualification and experience:
§ University degree (BA) in business management, procurement and supplies management or equivalent is preferred, but other educational background will be accepted with appropriate work experience.
§ Minimum of five years professional experience in procurement, contracting and customs clearance work.
§ Good knowledge of the GIZ rules and regulations is preferred.
§ Knowledge of standard computer applications such as MS Office applications, in particular Excel.
§ Proven working knowledge of English, written and spoken, is required.
§ Trustworthiness and ability to maintaining strict confidentiality and observing data protection and associated guidelines where appropriate.
§ Ability to work independently, unsupervised, and as part of a multicultural and international team.