Apply For This Job


Job Description

(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


  • 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

Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Job Location:
No Preference
Minimum Education:
Degree Title:
Business Administration with a focus on purchasing or contract management, or similiar area
Career Level:
Experienced Professional
Minimum Experience:
3 Years
Apply Before:
Feb 26, 2020
Posting Date:
Feb 13, 2020
Show fewer details Read full job description

What is your Competitive Advantage?

Get quick competitive analysis and professional insights about yourself
Talk to our expert team of counsellors to improve your CV!
Try Rozee Premium

GIZ Pakistan

N.G.O./Social Services · 301-600 employees - Islamabad

As a federal enterprise, the Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. Germany and Pakistan have been partners in sustainable development since 1 ...Read More

Similar Job Titles

Administration Officer

Living Styles LTD, Islamabad, Pakistan
Posted Feb 10, 2020

Administration / Finance Officer

Techloyce, Lahore, Pakistan
Posted Jan 28, 2020

Junior Finance / Administration Officer

Hanns Seidel Foundation, Islamabad, Pakistan
Posted Feb 12, 2020

Administration Officer

Medecins Sans Frontieres (MSF), Peshawar, Pakistan
Posted Feb 04, 2020
View All