Job Summary
The Procurement and Contract Officer is responsible for the provision of a comprehensive range of procurement and contract management services necessary to ensure the achievement of procurement objectives and contract deliverables within Energising Development Ethiopia (EnDev ET) project.
The Procurement and Contract Officer provides guidance, assistance and support to both EnDev ET central office staff and Regional Offices.
This position is directly involved with the entire procurement system (solicitation, acquisition and contract execution) ensuring an efficient and effective procurement transaction.
Responsibilities
I. Procurement
· Process purchase requisitions/purchase orders in accordance with the GIZ Rules & Procedures in coordination with other relevant GIZ colleagues in Ethiopia and abroad;
· Play a key role in identifying, inviting, assessing and/or recommending supplier tenders, bids, quotations, and proposals;
· Provide assistance with establishing and negotiating supply terms and conditions;
· Build and maintain good supplier relationships;
· Prepare and maintain purchasing records, reports and supplier price lists;
· Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements;
· Assist in the development of specifications for equipment, materials, and services to be purchased develop and maintain constructive and cooperative working relationships with internal and external stakeholders;
· Acts as the authorised agent for GIZ EnDev ET procuring goods and services to advance GIZ EnDev ET's organisational goals;
· Provide guidance and support to the program office to ensure compliance with Rules & Procedures regarding operational effectiveness, sharing expertise and advising best practices;
· Providing strategic advice and recommendations on significant procurement issues that includes researching and preparing complex submissions, reports and briefing material for senior management;
II. Contract Management
· Preparing and negotiating new contracts, amending existing contracts and arranging for their approval;
· Developing and administering contracts for the supply of goods and services, consultancy engagements;
· Managing contracts including contract correspondence, contract variations and contract files;
· Updating registers relating to contracts and call to suppliers and consultant documentation in order to ensure a full auditable record of contract and procurement practices is maintained;
· Implementing the quality assurance plan to provide a systematic, structured method to evaluate services and products;
· Providing support in the handling of claims and disputes, demanding specific performance, claiming against warranties, and other contractual remedies;
· Supporting the resolution within the terms and conditions of the contract of conflicts/problems arising in cases of poor performance or non-compliance with contractual obligations;
· Assisting in contract close out including identifying, documenting and disseminating best practices and lessons learned and performing contractor assessment from a contracts management perspective and ensure the successful delivery of practical outcomes;
· Undertaking other general administrative duties required to effectively manage contracts and assistance with evaluation of vendor proposals and guidance during contract formulation, drafting and negotiation.
I. Competencies, Skills, Experience and Education
A. Competencies
· Professionalism – Demonstrated knowledge in the field of contract and procurement management, including knowledge of quality assurance, supply/distribution contracts;
· Client Orientation – Strong negotiating skills and ability to influence others to reach agreement;
· Communication – Proven communication skills (i.e. excellent spoken and written English and Amharic);
· Commitment to Continuous Learning- Initiative and willingness to learn new skills;
· Teamwork – Proven interpersonal skills and the ability to establish and maintain effective working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
B. Skill
· Proficiency in the use of Microsoft Office (Word, Excel, and Outlook);
· Ability to work under pressure, deal tactfully with sensitive issues;
· In depth understanding of negotiation strategy to attain negotiation goals in both technical and cost areas;
· Ability for creating and maintaining strong supplier relations;
· Experience in the procurement of a wide range of goods and services;
· Experience adhering to and enforcing policies, procedures, and contract obligations;
· A thorough understanding of the law, legal codes, court procedures, precedents, government regulations, political processes and agency rules of clearing of importing items (shipment).
C. Qualification and experience
· Bachelor's degree in Business Administration, Supply Chain Management, Purchasing & Supplies Management, Economics, or a related area.
· At least five years of experience in procurement, with a solid understanding of procurement and contracting principles;
· Previous experience in GIZ would be an advantage.