GIZ VACANCY ANNOUNCEMENT

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German federal enterprise which offers workable, sustainable and effective solutions in political, economic and social change processes. For the team of our programme Rule of Law, we seek applications from suitable candidates for the position of an “Administrative Officer [Procurement of Goods and Services].

Job Location: Dhaka

Contract Duration: Until 30 June 2018 (extension upon availability of fund)

A. Responsibilities

The position holder is responsible for:

• Acting as focal person for all procurement of goods and service related matters of the programme
• Smooth and timely processing of all contract and orders
• Procuring of goods and services for the RoL Programme in accordance with GIZ rules and conditions customs declarations
• Liaison with output leads and PNGO’s on time about the status of procurement particularly in the event of delays
• Coordinating effectively with colleagues in the administrative division and with procurement officers at GIZ Country Office
• Supporting administration in maintaining the inventory in accordance with GIZ rules and regulations
• Supporting the Head PSU in all sort administrative tasks, deadlines, follow-up and preparation/up gradation of programme related databases

In this context, the position holder fulfils the following tasks:

B. Tasks

Procurement of Goods and Services

• procures materials and equipment locally, monitor markets, issues invitations to tender and processes orders in accordance with GIZ regulations
• processing of services agreement contract according to the GIZ regulations
• enters and maintains data relevant to procurement of goods and services
• processing of required documentation for bidding, EOI
• Conducting the appropriate bidding process in collaboration with Country Office
• check every vendor record in EU blacklist [manually] and attach the result with each order placed
• ensure the four-eye principal in processing the procurement orders
• accepts goods and ensures that the receipt is documented and goods received checked appropriately
• processes complaints
• checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
• arranges for the safe transfer of goods to their destination
• notifies output leads of delivery location and time
• processes cases of damage in transport
• Processes short-term consultants invoices according to regulations
• Maintain database of consultants and consultants firms reports
• Support the finance team in finalization of all invoices

Administrative tasks

• Prepare and impart training to internal staff, PNGO staff and other relevant field staff in procurement of goods and services
• Supporting the stock keeping of the supplies within the RoL
• Assisting the logistic officer in provision of supplies, stationery etc.
• Prepare internal memos, instructions regarding latest development in procurement
• Keep track of consultant invoices and support the OP leads in follow up
• maintain proper documents and files

Communication and Reporting

• Keep abreast knowledge of the procurement of good and services regulations, Country Office standards etc. and communicate the same with programme concerned staff
• Keeping programme staff informed about all internal GIZ updates of policies, guidelines pertaining to the procurement
• Liaison between programme staff and the vendor, consultant or consulting firm
• Ensure smooth communication with Programme staff, Country Office, PNGO as and when needed
• Ensure managing proper knowledge share sessions within the RoL

Knowledge Management and Information sharing

• Ensuring proper documentation of Procurement
• Ensuring that important information, good practices, meeting minutes, reports and decisions from programme meetings is shared with the wider programme team

1. Other duties/additional tasks

The position holder

• Contributes to other project activities and any other tasks as required.

C. Required qualifications, competences and experience

Qualifications

• Bachelor Degree in Administration or equivalent degree in similar area

Professional experience

• Minimum 2 - 3 years of work experience in similar field.

Other knowledge, additional competences

• outstanding working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• good command in English language both spoken and written 
• strong ability to work in a team and be supportive to others’ efforts and work

We only accept electronic applications.
If you meet the above requirements you can apply through the link below:
jobs.gizbd.org

Last Date of Application: August 12, 2015

No phone calls please. Only short-listed candidates will be contacted.
All applications will be treated according to the merit and with strict confidentiality.

GIZ is an equal opportunity employer.
Women and impaired persons are especially encouraged to apply and they will be
selected in case of equal qualification with other candidates.