Procurement Officer at the Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ)

The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH (German Agency for International Cooperation) is an international enterprise owned by the German Federal government, operating in many fields across more than 130 countries.

In Nigeria, GIZ's portfolio includes among others, a programme to support the Economic Community of West African States (ECOWAS) in its regional integration goals. The programme aims to strengthen sector-specific capacities in the areas of Peace and Security, Customs and Trade as weir as Strategic Management and Organizational Development in the ECOWAS Commission.

We are recruiting to fill the position of:

Job Title: Procurement Officer

Vacancy No.: 092
Location: Abuja
Project: Nigerian Energy Support Programme (NESP)

Background

• As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world.
• GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment promotion, energy and the environment, and peace and security.
• The diverse expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the private sector and governments of other countries.
• We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields  and areas of activity. Our main commissioning party is the
• German Federal Ministry for Economic Cooperation and Development (BMZ). The registered offices of GIZ are in Bonn and Eschborn. Our approximately 23,500 employees, almost 70
• percent of whom are national personnel, work in a round 120 countries (July 2020)
• GIZ has worked in Nigeria since 1974. From 2004, GIZ has maintained a country office in the capital city Abuja. Currently 361 national and 66 international employees, 19 regional staff, 4
• integrated specialists and 3 development workers are working in the country (June 2020).

Programme:

• On behalf of the German Ministry of Economic Cooperation and Development, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is implementing the Market Oriented Value Chains for Job and Growth in ECOWAS - MOVE. The aim of the project is to promote market-oriented and future-proof value chains that contribute to income and employment generation in the ECOWAS region.
• The focus will be put on the cashew and rice value chains and the proejet will build on the succeses of Competitive Cashew Initiative (ComCashew) and Competitive Rice Initiative (CARI).
• MOVE project will be implemented in Burkina Faso, Cote d’Ivoire, Ghana, and Nigeria.
• The overarching strategy of implementation is built on making value chains more resilient, collaborating with large companies and SMEs, integrating Gender Transformative
• Approaches (GTA), developing a more conducive local/regional business climate, and then scaling for achieving broad impact in

ECOWAS. MOVE objectives and outputs focus on the following:

• Increasing the share of value-added in the ECOWAS region
• Enhancing the viability of production systems
• Increasing the demand for regional products
• Scaling good practices in supply chain development
• Strengthening policy advice and public-private cooperation

Responsibilities

• The Procurement officer provides support to MOVE Team and the
• Administrative and Finance Unit.
• As a Procurement Officer, under the supervision of the Head of Admin & Finance and in close collaboration with the other
• MOVE components as well as Country Office and Headquarters, your job will be to procure goods and services according to MOVE needs and in accordance with GIZ rules.

The Procurement Officer is responsible for:

• Coordinating effectively with colleagues in the MOVE project, administrative division and with procurement officers at Country Office
• Representing the interest of the GIZ/MOVE and always acts on their behalf; and supports to ensure accordance with GIZ regulations and possibly in consultation with Country Office, assists with local procurement of materials and equipment, invitations to tender and order processing.
• Procurement processes, contracting processes, grant agreement, consultancies, and local subsidies.
• Assisting to provide administrative/logistic support for MOVE team throughout the implementation.
• Process of activities for the cooperation with stakeholders and in the communication with service providers.
• Ensuring contract and procurement are fully (PuR) compliant in line with financial and all administrative implementations.

The Procurement Professional Performs the Following:
Tasks
Purchasing, Procurement:

• Establishes contracts, grant agreements and local subsidies with consultants, partners and appraisers based on ToR received by the technical project team and in line with GIZ processes and regulations for tender / award regulations.
• Ensures the purchase of materials, goods and services, equipment based on specifications received by the project team and in line with GIZ processes and regulations for tender / award procedures; amends and completes specifications if needed in close cooperation with the
• technical team, advises on specifics for criteria of goods and services; proactively pursues a reliable and timely delivery of quality goods / services.
• Organize procurement processes including preparation for receipt of quotations, bids or proposals and the evaluations, negotiation of certain conditions of contracts in full compliance with GIZ rules and guidelines.
• Prepares purchase orders and request for contracting of services of suppliers
• Assists beneficiaries of local subsidies and financing contracts in providing bills in due time, assures the conformity of payment claims, assures a timely payment for every contract; informs grant partners / consultants / local subsidy beneficiaries of GIZ processes and regulations.
• Assures the availability of up-to-date inventory and physical inventory for project / programme goods.
• Follows-up on all procurement processes to ensure their timely completion.
• Create and update development suppliers list, implementation of supplier selection and evaluation.
• Enter purchase requisitions and confirmation of receipt of goods through “Beshaffung online” through the Head Office.
• Implementation of the internal control system and ensuring that purchase orders are duly prepared and dispatched.
• Check deliveries - assures quality and materially correctness of deliveries.
• Accept goods and ensures that the receipt is documented, and goods received checked appropriately
• Arranges for the safe transfer of goods to their destination, notifies delivery location, time and processes cases of damage in transport
• Informs the MOVE components on time about the status of procurement of goods, particularly in the event of delays.
• Assures complete customs declarations procedures, in the case of importation of equipment.
• Collaborates with the accounts team in invoice analysis and ensures proper preparation of payment orders.
• Checks invoices for goods, contracts, vouchers, delivery note, payment instructions and complaints
• Support in stock management of training materials and office supplies.
• Handles of contracting/ procurement procedures in accordance with GIZ rules.
• Ensures documents and files are completed in reference files and in DMS (in line with GIZ’s filing rules).
• Ensures Inventory list are updated and manages onsite in accordance with GIZ standard
• Documents and files properly completed orders.
• Carries out market research and advice on the financial evaluation and assessment of bids.
• Manages procurement request within the threshold in line with GIZ Processes and Rules.
• Checks received items in close consultation with requesting officers.

General Administrative Services:

• Coordinates effectively with the project/ programme Admin & Finance, MOVE Team and the procurement departments at Country Office.
• Prepares all documentation required for procurement and contracting as per the technical specifications developed by the MOVE components.
• Supports to review travel claims submitted by staff for final approval.
• Procure services (e.g., Flight booking, procuring tickets and hotel reservations).
• Ensures to meet the administrative needs of the office independently, with a minimum of intervention.
• Ensures that computer and software function properly
• Coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office.
• Checks and calculate fuel consumption of project vehicles and generator.
• Assists in the management of tender processes in Country Office or HQ - preparation of adverts in newspapers, quick signature procedures, preparation of contractual agreements etc.
• Carries out important tasks for the programme, even if these are not explicitly cited in the job description; performs other duties and tasks at the request of the management.

Secretariat Work and Services:

• Support in organisation and coordination of the country team’s schedule
• Welcome visitors in a friendly manner
• Prepares and organises information materials for the country team and/or meetings
• Answers, reviews, forwards and/or takes calls
• Manages incoming/ outgoing correspondence (post, fax, email) and prioritises and organises it
• Looks after correspondence
• Photocopies and scans documents as needed
• Assist and participates in internal and external (team) meetings and workshops and assists with documenting these, e.g., by taking minutes
• Support to take on rotating administrative and finance responsibilities

Other Duties / Additional Tasks:

• Performs other duties and tasks at the request of project management.

Required Qualifications, Competencies and Experience

• A University Degree in Office Management / Business Administration / Accounting or similar area

Professional Competencies and Experience:

• At least 3-5 years’ professional experience in a comparable position

Other Knowledge and Additional Competencies:

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., MS Office)
• Good knowledge of English
• Good management and organizational skills
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Experience in office management, accounting, business administration and procurement according to GIZ rules and regulations are an asset undisputed integrity and confidentiality
• High level of numeracy
• Professional communication skills and business fluency in English, both oral and written. The Procurement Officer is responsible for:
• Coordinating effectively with colleagues in the MOVE project, administrative division and with procurement officers at Country Office
• Representing the interest of the GIZ/MOVE and always acts on their behalf; and supports to ensure accordance with GIZ regulations and possibly in consultation with Country Office, assists with local procurement of materials and equipment, invitations to tender and order processing.
• Procurement processes, contracting processes, grant agreement, consultancies, and local subsidies.
• Assisting to provide administrative/logistic support for MOVE team throughout the implementation.
• Process of activities for the cooperation with stakeholders and in the communication with service providers.
• Ensuring contract and procurement are fully (PuR) compliant in line with financial and all administrative implementations.

Salary
According to GIZ salary scale for Band 4.

Application Closing Date
19th November, 2021.