Junior Procurement and Administrative Specialist

Field of activity

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH (English: German Corporation for International Cooperation GmbH), often shortened to simply GIZ, is a German development agency that provides services in the field of international development cooperation and international education work. GIZ's main commissioning party is Germany's Federal Ministry for Economic Cooperation and Development (BMZ). Other commissioners include European Union institutions, the United Nations, the private sector, and governments of other countries.

Responsibility:

This position is based on 50% procurement related responsibilities and 50% administrative responsibilities for the InS Regional Office in Addis Ababa. The key attribute of this junior professional is a strong service orientation to facilitate and support operational and administrative support processes of the regional office and its portfolio in close cooperation with office management and project teams.

The junior procurement and administrative professional provides support in

• handling assigned procurement requests in close collaboration with the procurement officer in accordance with GIZ, and where applicable client-specific, procurement policies and regulations
• handling assigned general office management task in close collaboration with the administrative specialist
• identifying relevant problems and issues and assisting in formulating implementation-oriented solutions
• managing knowledge by disseminating and documenting know-how, experience and information
• further developing processes and assisting in introducing innovation and change

Main tasks and responsibilities:

• assists with local procurement of services as well as materials and equipment, invitations to tender, order processing and concluding contracts in accordance with GIZ rules and regulations and possibly in consultation with Country/Head Office
• assists with coordination of customs clearance in collaboration with GIZ Country Office
• maintains data relevant for procurement and tenders in Co- and ProSoft
• assist in closing processes in collaboration with the finance department          
• communicates with service provider and supplier and handles problems or complaints
• assists with processing claims for damage to goods
• assists with registration and management of office and project’s vehicles
• assists with driver coordination
• communicates to Country/Head Office for any information, registration or reporting purpose
• assists with Event Management and Logistics for the office as well as the projects
• assists with Timesheet Management for the projects
• files documents according to the GIZ rules and regulations
• assists with any other general office management tasks that will be assigned

Further information on GIZ International Services website

Required No.: One (1)

Qualification:

• At least a University bachelor’s degree in business administration, Finance and Accounting, Logistics and Distribution, or a similar relevant area.
• 1-2 years of work experience required.
• Familiarity with GIZ rules and regulations particularly procurement process is considered an asset
• outstanding working knowledge and competence of ITC technologies and computer applications, especially MS Office 365 applications e.g., SharePoint, OneDrive, MS Teams, Excel, Word etc.)
• experience in working with SAP is considered an asset
• Strong communicative skills in a team setting
• An interest in working in the international cooperation sector is considered an asset
• Very good knowledge of Amharic and English both in writing and speaking. Fluency in Amharic is required.
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management