Head of Procurement and Travel & Logistics 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 below:

Job Title: Head of Procurement and Travel & Logistics

Vacancy No: 010
Location: Abuja
Organization: GIZ Nigeria, Regional Pandemic Preparedness Project (RPPP)

Background

• GIZ. Solutions that work. 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). The Project: GIZ Country offices are the c

The Project

• GIZ Country offices are the central element of GIZ’s field structure. They ensure consistent overall representation of the company and its successful positioning as a service provider in the international cooperation market.
• They are headed by a country director. The country directors represent GIZ as a whole in the country or countries they service.
• The country director is responsible for shaping the GIZ country portfolio and assuring its quality, and in particular ensures that GIZ activities in all business sectors are coherent.
• The country directors generally have management responsibility for the officers responsible for commissions in the public-benefit TC measures in their area.
• The GIZ Offices provide human resources and commercial support services for programmes and projects in their areas.
• These services must be contracted as set out individually in the respective processes and rules sections.
• Furthermore, the GIZ Offices perform internal audits of the project administrations in the public-benefit sector, and by agreement for International Services projects and offices too.

Responsibilities
The Head of Procurement and Travel & Logistics is responsible for:

• Efficiently dealing with queries about issues in the Procurement and Travel & Logistics section of the GIZ Office Abuja
• Performing tasks in compliance with GIZ’s Processes and Rules (P+R)
• Correctly providing services within the team in accordance with GIZ’s requirements
• Ensuring deadlines are kept
• Ensuring the procurement is working based on P+R and in satisfaction with clients and customers
• Guide and support all official travellers on ticket procurement including procurement from the Headquarters travel agent
• Coordinating the interface to the travel agent who works for GIZ on the basis of a framework agreement, checking invoices from the travel agent and proper documentation of all travel related documents
• Visa processing for all international travels and travel health insurance
• Regularisation of STR visa
• Maintenance of office infrastructure (building, water supply/bills electricity fittings, doors, etc.)
• Maintenance of official SIM cards for GIZ in Nigeria
• Follow up of receivables in the GIZ office journal
• Vehicle insurance in GIZ HQ and also coordinate the local insurance/vehicle registration
• Coordinating staff of house keeping
• Quarterly report of Business Trips and Mobile Working to HQ
• Innovation, knowledge management and communication of innovations to a broad target group
• Integrating results and experience into teamwork and the work of all relevant groups
• The technical coordination with department staff members, GIZ Office Abuja, other offices, project staffs and HQ

Tasks
The Head of Procurement and Travel & Logistics performs the following tasks:
Dialogue with the Management:

• The Head of Procurement and Travel & Logistics
• Advises his/her superior (Head of Finance and Administration and / or Management) on questions relating to the thematic area and on issues that are relevant to different groups
• Provides advisory services to project / programme managers and to relevant staff in all procurement matters, including customs and liaison

Management Responsibilities:

• The Head of Procurement and Travel & Logistics
• Is responsible for the business areas, orders and measures assigned within the section and for managing all staff who report to him/her
• Executes plans, policies and programmes business affairs related to procurement
• Manages staff in accordance with management principles and guidelines to promote a sense of corporate identity, enable employees to carry out tasks independently and create scope for creativity and innovation
• Is responsible for recruiting, selecting, grading, planning the assignment of and professional development of staff members who report to him/her
• Is also responsible for monitoring, managing staff and ensuring that they provide cost-effective services
• Carries out the annual staff assessment and development talk for staff members who report to him/her
• Plans and coordinates the procurement and travel & logistics unit in all relevant areas, such as trainings for office and project staff
• Taking over responsibility as per signatory regulations
• Leads and guides the country office procurement and travel & logistics team to provide an excellent service to GIZ clients and fosters collaboration within the team, with other CO teams, projects and external clients

Content-related Tasks:

• The Head of Procurement and Travel & Logistics
• Ensures internal and external networking between different groups and thinks and acts outside the boundaries of the immediate team
• Designs group and working procedures in line with objectives, requirements, and the client’s needs
• Further develops themes and instruments in his/her working area and incorporates these into the overall context
• Makes available expertise in the context of knowledge management and advises external parties on issues from the manager’s area of responsibility
• Networks with other units and takes into account management goals and requirements in providing services
• Formulates solutions for complex issues and fundamental issues relating to the section Procurement
• The Head of Procurement and Travel & Logistics
• Establishes an efficient and qualitative central procurement service
• The day-to-day management of the procurement team
• Reviews and implements the procurement strategy
• Develops systems of control, policies and procedures in relation to procurement
• Coordinates with projects / programmes, co and hq units to ensure policies and procedures are followed
• Reviews existing contracts and identifies opportunities for improved value for money
• Reviews service areas and potential supplier rationalisation and framework agreements
• Ensures that procurement and contractual legislative requirements are understood and incorporated into controls, policies and procedures
• Is responsible for the internal and external clients for efficient and customer-oriented operations 5. Travel Management The Head of Procurement and Travel & Logistics
• Is coordinating the interface to the travel agent who works based on a framework agreement
• Is coordinating the interface to the visa agent who works based on a framework agreement 6. Logistics and House Keeping The Head of Procurement and Travel & Logistics
• Informs the Property Management or organizes within the unit if repairs etc. are needed

Other Duties / Additional Tasks:

• The Head of Procurement and Travel & Logistics
• Immediately reports all problems involving procurement and regulations to the Head of Finance and Administration and/or the Country Director
• Maintains filing for the procurement unit and keeps information confidential
• Performs other duties and tasks at the request of management
• Ensuring an inventory is implemented as per rules and regulations
• Overseeing the facility management of the GIZ office Abuja

Required qualifications, Competences and Experience Qualifications

• Minimum of BSc in Economics, Finance, Accountancy Business Administration, Supply Chain Management, or a related field, additional certifications such as CPM or CIPS is an added advantage.

Professional Experience:

• Minimum of 8 years of professional experience in a comparable position, specifically in Procurement and Travels
• Excellent leadership, communication, and interpersonal skills, including experience managing and mentoring teams.
• Experience working for International Organisation is an added advantage

Desired additional qualifications, competencies, and experiences

• Outstanding knowledge of purchasing.
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Knowledge of German is an advantage.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed upon with management.
• Good organisational skills
• A good team player who is willing to take on responsibility.
• Innovative and possessing a positive attitude to change.

Salary
According to GIZ salary scale for Band 5.

Application Closing Date
21st February, 2023.