Administrative Officer- Contract and Procurement
Job Description
Title: Administrative Officer- Contract and Procurement
Company Name: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Vacancy: 01
Job Location: Dhaka
Employment Status: Contractual
Educational Requirements:
∎ Minimum Bachelor degree in relevant field from reputed institution. Qualification in commerce or business administration is desirable.
∎ If CA course is completed, it will be an extra advantage.
Experience Requirements:
∎ 2 to 3 year(s)
Job Context:
∎ For the team of our Renewable Energy and Energy Efficiency Programme II, REEEP II we seek applications from suitable candidates for the position of "Administrative Officer- Contract and Procurement".
∎ Contract Duration till: October 31, 2021
∎ Band: 3A
Job Responsibilities:
∎ The Contract and Procurement Officer will be responsible for -
∎ procurement of services for the project/programme in accordance with GIZ rules and regulations,
∎ procurement of materials and equipment for the project/programme,
∎ management of inventory purchased for the project/programme,
∎ providing support for proper financial and administrative including logistics management, and
∎ dealing with all questions arising in the area of procurement, project inventory, general project administration and finance.
∎ Specific Tasks
∎ 1. Procurement of services
∎ processes contract including amendment within project's limit according to GIZ's rules and regulations,
∎ facilitates and coordinates with Country Office (CO) for contract processing & amendment for the project,
∎ makes timely follow-up with service providers - invoices are submitted properly/timely and contracts are finalized within the agreed timeline,
∎ reviews incoming invoices from service providers and facilitates for payment processing,
∎ provides basic orientation to the service providers regarding GIZ's invoicing formats and requirements,
∎ makes yearly procurement plan, maintains contract database, and
∎ documents and files contract award procedure e.g. maintaining B file properly.
∎ 2. Procurement of goods
∎ procures materials and equipment, monitors market within project's limit according to GIZ's rules and regulations,
∎ facilitates and coordinates with CO for procurement of materials and equipment for the project,
∎ makes timely follow-up with the suppliers - invoices are submitted properly/timely and orders are finalized within the agreed timeline,
∎ facilitates, supports and makes timely follow-up with the suppliers/respective staff regarding the orders and payments to be processed by CO,
∎ reviews incoming invoices from service providers and facilitates for payment processing,
∎ makes yearly procurement plan, maintains procurement database, and
∎ documents and files order procedure e.g. maintaining E file properly.
∎ 3. Management of project inventory
∎ maintains and monitors project inventry in onSITE Asset software according to GIZ regulations,
∎ ensures proper process, documentation for inventory items handed ove r to counterpart and partners,
∎ ensures proper process, documentation for inventory disposal e.g. sale, transfer, discard etc,
∎ performs and documents physical check of inventory items on 30 June each year and also before an audit or IC,
∎ updates software according to physical check, generates a report, signs and files properly,
∎ documents and files orderly e.g. maintaining E file properly.
∎ 4. Administrative services
∎ performs/supports for domestic/international travel management,
∎ performs/supports for meetings, trainings, workshops, conferences, missions,
∎ performs/supports for monitoring the availability of office supplies, and
∎ performs/supports for vehicle management.
∎ 5. Finance/accounting services
∎ performs/supports for checking invoices and payments in line with GIZ rules and regulations,
∎ performs/supports for cash/bank management, Winpaccs cashbook, monthly EoP, and
∎ performs/supports for settlement of receivables and payables.
∎ 6. Other duties/additional tasks
∎ Customs declaration: facilitates and coordinates with CO and HQ for all required steps to do regarding customs declaration for imported materials and equipment including a project vehicle,
∎ Vehicle registration: facilitates and coordinates with CO for all required steps to do regarding obtaining registration of a project vehicle, and
∎ Other duties/additional tasks: performs any other task as requested by the management as when necessary.
Additional Requirements:
∎ 2-3 years of relevant professional experience in a comparable position. Professionals with more than 8 years of experience are not eligible to apply for this position.
∎ outstanding knowledge of purchasing, project administration and finance,
∎ very good working knowledge on ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office),
∎ basic knowledge on computer troubleshooting, LAN/networking, computer hardware and software,
∎ very good knowledge of the European language widely used in the country, ideally a knowledge of German,
∎ willingness to upskill as required by the tasks to be performed - corresponding measures is agreed with management.
∎ ability to work in a team in multicultural environment.
∎ ability to work under pressure and meet strict deadline.
Application Deadline: January 26, 2020
Company Information:
∎ Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
∎ Business : As a service provider with worldwide operations in the field of international cooperation for sustainable development, Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions. GIZ is a public-benefit federal enterprise and supports the German Government as well as many public and private sector clients in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security.
Category: NGO/Development
