Administrative Professional- Procurement of Goods
Job Description
Title: Administrative Professional- Procurement of Goods
Company Name: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Vacancy: 01
Job Location: Khulna
Employment Status: Contractual
Educational Requirements:
∎ Graduation/ Post-graduation
Experience Requirements:
∎ 3 to 4 year(s)
Job Context:
∎ For the team of our Climate CLUSTER, we seek applications from suitable candidates for the position of "Administrative Professional- Procurement of Goods".
∎ Contract Duration till: December 31, 2021
∎ Possible Contract Starting Date: May 1, 2019
Job Responsibilities:
∎ The position holder is responsible for:
∎ managing an area of responsibility that forms part of the programme objectives, team agreements and/or agreements with the superior
∎ assisting project/programme initiatives to provide professional advisory services to and cooperate with a broad range of target groups
∎ advise supervisor on all task when implementing GIZ rules and regulation
∎ advise supervisor in the field of project's planning, steering and monitoring
∎ Independently implement goals and requirements set by the line manager
∎ make decisions which have a short-term effect within a limited project area/ unit
∎ assist supervisor to identify day to day problem and suggest appropriate solution
∎ In this context, the position holder fulfils the following tasks:
∎ B. Tasks:
∎ Procurement of Goods:
∎ act as focal person for all procurement of goods related matters of the Climate Cluster
∎ procures materials and equipment locally, monitors markets, issues invitations to tender or quotation procedures and processes work orders in accordance with GIZ rules and regulations
∎ collects price offer from suppliers to undertake bidding procedure
∎ executes quotation opening protocol, quotation evaluation and selects the supplier for the consignment as per GIZ rules and regulations
∎ analyse and get a good understanding to the requirement of the users
∎ negotiating the costs, verifying quality, inspecting delivery, etc.
∎ enters and maintains data relevant to procurement of goods and its evaluation
∎ follow up the whole delivery process up to the final destination and inform the relevant person/s about location and time of delivery
∎ re-arrange and follow up the consignment of the defected goods if necessary
∎ reports damage, organize and monitor the service and repair of office equipment
∎ advice and assist Climate cluster projects for goods procurement of values below Euro 2,500
∎ processing of required documentation for bidding, EOI etc.
∎ conducting the appropriate procurement or bidding process in collaboration with Country Office for values above Euro 2,500
∎ check every vendor record in EU blacklist [manually] and attach the result with each order placed
∎ ensure the four-eye principal in processing the procurement orders
∎ accepts goods and ensures that the receipt is documented and goods received checked appropriately
∎ processes complaints
∎ checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
∎ arranges for the safe transfer of goods to their destination
∎ notifies concerned team members of delivery location and time
∎ processes cases of damage in transport
∎ identifies process related problems, issues and assist in formulating implementation-oriented solutions
∎ contribute in developing functional processes and documents in close coordination with Head of Administration
∎ file the document with complete transaction including invoices, delivery challan, quotation inquiry, work-order and requisition
∎ mobilize the payment process and support the finance team in finalization of all invoices
∎ update the procurement evaluation record
∎ Others tasks:
∎ prepare and impart training to internal staff and PNGO staff in procurement of goods
∎ supporting the stock keeping of the supplies within the Climate Cluster
∎ assisting the logistic officer in provision of supplies, stationery etc.
∎ prepare internal memos, instructions regarding latest development in procurement
∎ maintain proper documents and files as well as documentation for processed orders
∎ assist in preparing annual reports concerning procurement of goods and services-as needed
∎ maintain proper documentation for the processed orders
∎ assist users for setting up the specification
∎ maintaining an overall good flow of communication between the cluster and the projects
∎ photocopy and scan documents as needed
∎ label files in accordance with GIZ filing rules.
∎ Communication and Reporting:
∎ keep abreast knowledge of the procurement of good and services rules and regulations (OuR and Country specific rules) and communicate the same with concerned cluster and project staff
∎ keeping cluster and project staff informed about all internal GIZ updates of policies, guidelines pertaining to the procurement of goods
∎ liaison between cluster / project staff and the vendor
∎ ensure smooth communication with cluster and project staff and country office as and when needed
∎ ensure managing proper knowledge share sessions within the Climate Cluster and its project team members
∎ liaison with cluster's or its project's team members on time about the status of procurement particularly in the event of delays
∎ Knowldege Management and Information sharing:
∎ ensuring proper documentation of procurement of goods
∎ ensuring that important information, good practices, meeting minutes, reports and decisions from cluster meetings is shared with the wider programme team
∎ Other duties/additional tasks:
∎ The position holder:
∎ contributes to other Climate cluster activities and any other tasks as required
Additional Requirements:
∎ Minimum 3 to 4 years in relevant occupational experience
∎ Previous job experience in procurement related matters will be an asset
∎ Other knowledge, additional competences:
∎ Ability to work well under pressure and must be a strong team player
∎ Must have good interpersonal and communication skills
∎ Fluency in English and good writing skills in both English and Bangla is essential
∎ Knowledge of German Language is an asset
∎ Ability to work in an intercultural environment
∎ Willingness to upskill as required by the tasks to be performed - training measures to be agreed upon with management
∎ Familiarity with development cooperation, bilateral or multilateral organizations and especially with GIZ related procedures
Application Deadline: April 21, 2019
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
Deadline Expired on 21st Apr 2019
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