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Administration & Procurement Assistant

GIZ Pakistan

Posted Nov 17, 2021 186 views

Reference No. S4M 2021/005

A. Responsibilities

The Admin & Procurement Assistant in close consultation with the superior
Assists in procurement (goods and services) processes and logistics in compliance with GIZ’s policies
Supports the organization and facilitation of events, meetings and missions
Supports in tracking and documents contracts established by and on behalf of the project in Pakistan
Ensures that tasks are carried out efficiently and with the required confidentiality within the assigned area of responsibility
Assists in coordinating with S4M HQ team on procurements and admin related tasks
Organises and coordinates appointments with partners, as needed
Assists in preparing and organizing information materials for meetings, events, and workshops
Documents events, meetings, workshops and seminars within or outside the project
Helps prepare missions, draws up travel schedules, organises transport of visitors and coordinates hotel and ticket reservations

B. Tasks

1. Procurement

Supports the preparation and monitoring of contracts (this includes service contracts, grant agreements, etc.)
Supports the procurement of goods within project as well as through the Country Office
Ensures that documents are filed in DMS in compliance with GIZ’s policies
Pre-checks invoices on financial/administrative correctness and completeness
Supports the procurement of goods and services according to the rules and regulations of GIZ
Liaises with the relevant officers/sections at GIZ’s Country Office and S4M HQ team

2. Administration & Logistics

Assists and takes care of the facilitation of events, including participants management and logistics concerning venue and transportation
Assists team members in facilitating missions (e.g. hotel and flight bookings or other means of travel)
Supports with time management of S4M by maintaining the team’s joint calendar
Provides any logistical and organisational support as required including such tasks as photocopying and scanning, filing, labelling, etc.
Takes proper record of the inventory in accordance with GIZ rules and regulations

3. Other duties/additional tasks

Performs other duties and tasks that may be requested by the management

C. Required qualifications, competences and experience

Qualifications

Graduate in Business Administration/diploma and/or similar qualification from a recognised college/university

Professional experience

At least 1 year professional experience in a comparable position

Other knowledge, additional competences

Sound knowledge of IT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
Excellent event management, organisation as well as communication and logistics skills
Fluency in written and spoken English
Good interpersonal skills and a willingness to cooperate effectively with colleagues and wider networks (team-orientation)
Ability to work in a highly intercultural environment
Capacity to work under high pressure and deadlines
Highly motivated and eager to learn

Skills

Negotiatiion Skills Logistics Knowledge of ITC

Job Details

Industry:

N.G.O./Social Services

Total Positions:

1 Post

Job Shift:

First Shift (Day)

Job Type:

Full Time/Permanent

Job Location:

Islamabad, Pakistan

Gender:

No Preference

Minimum Education:

Bachelors

Degree Title:

Graduate in Business Administration/diploma and/or similar qualification from a recognised college/university

Career Level:

Experienced Professional

Minimum Experience:

1 Year (At least 1 year professional experience in a comparable position)

Apply Before:

Dec 02, 2021

Posting Date:

Nov 17, 2021

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 1957. The Deutsche Gesellschaft Internationale Zusammenarbeit (GIZ) GmbH has been working in Pakistan since 1963 and has maintained a Country Office in Islamabad, since 1990. Currently more than 300 national employees are working in Pakistan for GIZ. GIZ is an equal opportunities employer, which promotes individuality and works to enhance each employee prospects regardless of aspects such as gender, nationality or religion. GIZ strongly encourages interested female applicants to apply.