Procurement Officer

Procurement Officer

Internal/External Vacancy Announcement #084/2021

Sustainable Education and Training Program (STEP)

Background

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH assists the German Government in achieving its objectives in the field of international cooperation. GIZ offers demand-driven, tailor-made and effective services for sustainable development worldwide. Our actions are guided by the principles of sustainability. We advocate for human rights, equal opportunities and integrity, and we promote market-oriented, ecological and social economic development.

The BMZ/ Germany funded, and GIZ/ German Cooperation implemented “Sustainable Training and Education Program” (STEP) is supporting the Ethiopian Government with its reforms in Higher Education and Technical Vocational Education and Training/ TVET.

Reform of post-secondary education, particularly in the technical sector, is a critical aspect for moving Ethiopia towards its development goals. STEP supports its partners in the Ethiopian government to change the higher educational and TVET sectors targeting on the improvement of graduates’ competences needed in the labour market.  The Ethiopian partners are government offices on federal and regional levels as well as educational institutions.

To support the smooth procurement implementation of various activities in the program, STEP seeks to hire a Procurement Officer to be stationed in Addis Ababa.

Duration of contract:           December 31, 2021 (with possible extension)

Responsibilities and Duties 

The Procurement professional is responsible for 

• To facilitate and smoothen the communication with GDCO and Head Quarters concerning procurement of Goods
• Follow up the status of the procurement process of the program with country office and Head quarters
• To execute monitoring tools to follow up on the status of all Procurement of goods process of the program
• informing Program staffs on time about the status of Procurement, particularly in the event of delays (using “Microsoft Team” to report on the status of the procurement process)

Tasks

Purchasing, procurement

• To check the plausibility of procurement service request; to make sure all the necessary documents are attached to it.
• procures materials and equipment locally, monitor markets, issues invitations to tender and processes orders for amounts assigned to the project in accordance with GIZ rules and regulations.
• Monitoring and follow-up procurement of goods status with the Country office/Head quarters
• accepts goods and ensures that the receipt is documented, and goods received checked appropriately
• To maintain and oversee the procurement file in the project for a complete order
• To processes complaints from project staffs
• To check goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
• arranges for the safe transfer of goods to their destination and to partners
• notifies projects and programmes of delivery location and time
• processes cases of damage in transport
• To focus on customer services and respond to components inquiries regarding procurement processes 
• Support in the preparation of contracts and to develop and implement contracts in the program office for amounts assigned to the program office as per GIZ rules and regulations.
• Report any difficulties (sourcing, stock outs, unavailability) immediately to the requester and budget holder.
• Compare and evaluate offers from suppliers, ensure technical, commercial, and financial aspects of the bids/proposals in accordance with the requirements of the relevant procurement documents.
• Prepare payment requests and facilitate payment to suppliers (e.g. arrange cash/cheques and withholding tax receipts with the Finance Department)
• Ensure proper invoices are obtained timely and handed in with Finance department for settlement
• Provide required documents for auditors whenever internal or external Control is conducted and assists on follow-up of auditor’s findings.
• Training, coaching and supervision for GIZ staff concerned with procurement issues according to the applicable GIZ Procurement guidelines/regulations and the National Government regulations.

Required qualifications, competences and experience

Educational background

•  Bachelor of Arts (BA) degree in Purchasing and Supply or Supply Chain Management or Business Administration

Professional experience

•  At least 7 years’ professional experience in a comparable position

Required Qualifications

• Outstanding knowledge of Procurement Procedures
• ability to work under pressure
• very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• A very good knowledge of the English language, a knowledge of German is an added advantage.
• Team player:  Actively contributes to the team in order to complete tasks, listen to co-workers, respect ideas and aim to improve the product or process at hand.
• Time management: Meeting deadlines. Planning, administering, closing and filing procurements on time.
• Communication skills: Very good interpersonal ability to express procurement processes and bottlenecks to line manager and projects/components in appropriate way of reporting confidential handling of data and information