Administration Officer

(Reference No. TVET-SSP 2020/051)

A.     Responsibilities

The Administration Officer is responsible for

• Implementation and dissemination of new policies, rules/regulations and guidelines, etc. relating to administrative and financial procedures
• Procuring of goods and services for the GIZ TVET SSP and its regional offices in accordance with GIZ rules and regulations
• Liaising with Country office and customers in a service-oriented manner on behalf of the TVET SSP
• Formulates solution-oriented proposals related to contracts, procurements etc.
• Supports Team Leader Admin & Finance with the preparation of financial documents and reports
• 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

The Administration Officer performs the following tasks:

B.     Tasks

1.      Administration

The Administration Officer

• Organizes the maintenance and if necessary, the repair of office equipment
• Ensures the safety and effective utilization of office automation equipment, fitting and fixture and other resources
• Monitors the availability of office stock and purchases office supplies and equipment in accordance with guidelines in order to ensure necessary supplies are available
• Maintains documents (consultants, procurement, general administration of equipment, etc.) in reference files or DMS according to GIZ’s filing rules and assures that information is kept confidential
• Drafts letters and completes forms and tables in accordance with specific instructions from the superior
• Supports program staff to compile needed information to set up reports and archive documents

2.      Asset Management / Inventory

The Administration Officer in consultation with the TL Administration & Finance

• Maintains a system of complete and correct stock recording of office equipment of high value assets using Onsite Asset software and tagging of inventoried assets as required by P&R and submit an updated report on a monthly basis
• Compiles and updates on a monthly basis all supporting documentation and invoices in systematically organized files for all Onsite Asset entries
• Maintains the database of low value assets and related vouchers files 
• Prepares annual inventory reports for GIZ HQ as per required deadline through GIZ Country Office
• Carries out quarterly physical verification of inventory items in each room/regions/office for consistency with the information in the inventory database
• Carries out quarterly disposal of obsolete or broken equipment as per P&R guidelines

3.      Procuring goods and services

The Administration Officer

• Carries out local/International procurement of goods and services in accordance with GIZ rules and regulations and where required with GIZ Country Office using the prescribed forms/templates and other related documents
• Prepares contract drafts, when requested
• Ensure procurement procedures are in place and followed in accordance with GIZ rules & regulations
• Prepares financial evaluation of RFQs and supports the technical evaluation process jointly with the concerned process owner
• Supports the negotiation process with the supplier, consultants and firms jointly with the process owner as required
• Files and maintains a database of respective contract-related documents
• Maintain and timely update a database for tracking of all procurements
• Maintain all required documents in the procurement file for every procurement according to P&R
• Procures materials and equipment locally, monitors markets and processes orders
• Follow up on the delivery according to agreed delivery date and destination including verification and archiving of delivery documents
• Arranges for the safe transport of goods to their end destination
• Follow up on cases of damage in transport
• Procures office stationary items/ PR material/printing
• Arranges advertising in local print media as required through CO procurement section
• Pre-checks on financial/administrative correctness and completeness of all received invoices from STEs according to their contract

4.      Construction Contracts

The Administration Officer

• Prepares construction contract drafts
• Processes construction contracts according to GIZ guidelines and in cooperation with the CO and construction unit of GIZ HQ
• Advises process owner on the process of construction contracts and the preparation of the supporting documentation

5.      Other duties/ additional tasks

• Conducts market surveys e.g. for machines and equipment-related vendors
• Scan and upload the signed contracts on local as well as DMS server
• Preparing handing/taking over protocol as per P&R guidelines and send copies to CO for their record
• Updates of relevant databases
• Performs other duties and tasks at the request of management

C.     Required qualifications, competences and experience

Qualifications

• Masters/Graduation in Business Administration with a focus on purchasing or contract management, or similar area

Professional experience

• At least 3 years’ professional experience in a comparable position

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)
• Excellent interpersonal and communication skills
• 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