Junior Procurement and Contracting Specialist job at GIZ | Apply Now

Key Duties and Responsibilities:

• The Junior Procurement and Contracting Specialist will be responsible for;

• Managing procurement of Financing Contracts, material, goods, services and works for the GIZ Country Office, Programs/Projects according to GIZ rules and regulations which will guarantee timely acquisition essential for project implementation and operations.

• Contract management for the different financing options as per GIZ guidelines

• Effective coordination with colleagues of the Department.

Specific Tasks

The Junior Procurement and Contracting Specialist performs the following tasks:

Tasks

• Ensure that all procurement contracts, finance agreements and local subsicdies guidelines of GIZ are observed and adhered to at all stages of the procurement process

• The incumbent will manage procurement and contracting process including issuance of tenders, receipt and evaluation of offers, draft contracts and record them in the required GIZ systms.

• Actively participate in the evaluation exercises (expression of interest, Quotations, bids and proposals) and ensuring adherence to procedures and guidelines

• Offer timely technical advice on procurement to projects and providers (all stakeholders)

• Preparation of Contracts, orders for review by the authorized signatories

• Support contract management through monitoring orders of supplies, goods and works progress and delivery schedules and pointing out any shortcomings (in delivery, cost, quality and contract administration) to the line manager.

• Manage the procurement and disposal unit archive by ensuring proper referencing and keeping up to date procurement files for each procurement /disposal carried out as per GIZ guidelines.

• Keeps an up-to-date suppliers/consultant’s data base and conducts regular search for alternatives

• Prepare procurement progress reports, procurement weekly, monthly and quarterly reports

• Update and maintain complete procurement files and records including all correspondence related to procurement activities and ensure that the records are safeguarded and properly kept for future reference

• Organise pre-bid or Pre-proposal meetings and negotiation meetings.

• Participate in the preparation of bidding documents, request for proposals, consultants’ shortlist and other documents based on relevant procedures for the procurement of goods, works and consultant services and facilitate the Post Procurement Reviews (PPR) exercise and follow up implementation of PPR recommendations.

• Receives and checks delivered material for the Country Office and for the Programmes/Projects

• Advises suppliers of defective goods delivered and arranges necessary follow-ups

• Checks suppliers’ / consultants’ invoices, delivery notes and any other relevant documents required to complete the file.

• Generate procurement system reports monthly to have all files completed contracts closed in SAP

• Other Duties/Additional Tasks

• Perform other duties and tasks at the request of management.