Procurement Officer

Reference No. CO-GIZ 2021/030

A.     Responsibilities

The Procurement Officer provides support in

•   Procuring services for the GIZ Office and GIZ-assisted projects/programmes in accordance with GIZ Processes and Rules (GIZ PuR)
•   Liaising with customers in a service-oriented manner on behalf of the Country Office
•   Performing all daily duties in the assigned area of responsibility in best quality and according to the defined procedures
•   Dealing constructively with all questions arising in the area of procurement and auxiliary processes
•   Identifying and reporting relevant problems and issues and assisting in developing effective and sustainable solutions and instruments
•   Ensuring & practicing compliance with procurement procedures set under GIZ Processes and Rules (GIZ PuR) 

The Procurement Officer performs the following tasks: 

B.     Tasks 

1.      Procurement of services

The Procurement Officer

•   Carries out local/international procurement of services in accordance with GIZ Processes and Rules (GIZ PuR) and where required with GIZ Head Office
•   Prepares bidding documents and publishes tenders in the print media or through email as per the GIZ award procedure & threshold defined in GIZ guidelines (PuR).
•   Ensures proper receipt of bids and proposals & documents this in tender opening protocols as per GIZ guidelines
•   Prepares financial evaluation of tenders and supports the technical evaluation process with the concerned project
•   Supports the negotiation process (meeting invite, arrangement & conduct) with the consultants and firms jointly with the project as & when required to finalize the tendering process
•   Taking minutes of meeting and distribution to all concerned persons
•   Processes procurement contracts through GIZ Contract software (i.e. CoSoft)
•   Prepares Local Subsidy, Financing Agreement, Construction Contracts, Architectural Services Contracts and Consulting Contracts (firms / individuals), in accordance with threshold and relevant award procedure
•   Prepares and monitors Framework Agreements for services
•   Files and maintains a data base of respective contract-related documents
•   Maintain and timely update the tasks in hand sheet for tracking of all procurements and their current status
•   Mentoring of project procurement staff during their learning journey in GIZ Country Office (GIZ CO) Procurement Section
•   Conduct trainings of project staff as & when required (based on material developed by the section in compliance with PuR)
•   Maintain all required documents in the procurement file for every procurement according to PuR
•   Maintains an updated database of fee schedule for local consultants in CoSoft
•   Procures air tickets (domestic/international)
•   Procures office stationery items/ PR material/printing
•   Arranges advertising in local print media as required
•   Preparation of Car Rental Services agreements as required 

2.      Customs declarations

The Procurement Officer

•   Supports the processing of customs declaration procedures (duty-free import of goods, entering information in customs declaration database, producing statistics)
•   Supports the checking and follow up of deliveries by ship/air from customs
•   Supports the monitoring and clearing of goods process
•   Supports the organising and coordinating of collection of goods
•   Prepares exemption documents to be submitted to EAD and custom clearing agent. 

3.      Other duties/ additional tasks

•   Scan and upload the signed contracts on local as well as DMS server.
•   Handling over of contract files to finance department after contract conclusion
•   Update of procurement databases
•   Update of procurement documents on IDA page (SharePoint)
•   Maintenance of Procurement file containing regulations, updated delegation (CO), important emails about any change in rules / procedures.
•   Performs other duties and tasks at the request of management 

C.     Required qualifications, competences, and experience 

Qualifications

•   Master’s in Business Administration with an experience of purchasing and/or contract management, or similar area 

Professional experience

•   At least 3 years professional experience in a comparable position with reputable national / multinational company or international development sector organization is required. 

Other knowledge, additional competences

•   Strong ability to work as service provider focused on customer requirements
•   Well experienced in ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
•   Very good command over English language (spoken & written), knowledge of German language would be considered as an asset.
•   Ability and willingness to work under time pressure to meet deadlines
•   Willingness to upgrade skill as required by the tasks to be performed – corresponding measures are agreed with management