Context

The Procurement Professional deals with the following responsibilities independently without the necessity of further guidance.

1. Responsibilities

The procurement professional is responsible for

• Identifying relevant problems and issues and assisting in formulating implementation-oriented solutions
• Further developing instruments and assisting in introducing innovation and change
• Managing knowledge by disseminating and documenting know-how, experience and information
• Purchasing materials and equipment in accordance with GIZ rules and conditions
• Purchasing of services (contracts with consultants and consulting firms)
• Informing his supervisor on time about the status of procurement (goods and services) and customs matters as deputy, particularly in the event of delays
• Maintains the inventory
• Coordinating effectively with colleagues in the administration division
• Dealing with all questions arising in this area

1. Tasks

1. Purchasing, procurement(of goods and services)

The procurement professional

• In accordance with GIZ regulations and possibly in consultation with Head Office, assists with local procurement of materials and equipment, invitations to tender and order processing
• Maintains data relevant for procurement and tenders in ProSoft and CoSoft
• Assists with processing claims for damage to goods
• Documents and files completed order transactions in reference files or in DMS in line with GIZs filing rules
• Procurement of materials and equipment locally, monitoring markets, issuing invitations to tender and processing orders in accordance with GIZ regulations
• Checking goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
• Arranging for the safe transfer of goods to their destination
• Notifying projects and programmes of delivery location and time
• Processing cases of damage in transport
• Documenting and filing properly complete orders
• Maintaining inventory and crosschecking stock inventory every two months
• Maintaining of a data base of relevant companies related to procurement
• Onsite visits to relevant companies related to procurement for assessment of the companies
• Processing procurement contracts in accordance with GIZ regulations
• Entering and maintaining data relevant for service contracts
• Maintaining an updated local honorarium fee for consultants
• Documenting and filing properly completed contracts
• Notifying projects and programmes on the status of the contracts

1. Administrative services

The procurement professional

• informs GIZ staff in the country in question about customs issues relating to private goods and registration and insurance of private cars
• informs and assists GIZ staff as regards outward journeys as part of the GIZ office’s service package

1. General tasks

The procurement professional

• uses external service providers to complete customs declarations procedures and vehicle registrations and supervises them
• organises distribution of office funds and other office supplies

1. Customs declarations as deputy

The procurement professional

• prepares and submits all necessary papers for duty-free import of goods
• monitors and controls deliveries by ship
• monitors release of goods and further processing
• organises and coordinates the collection of goods
• enters information in the customs declaration database, prepares statistics if needed

1. Vehicle registration as deputy

The procurement professional

• organises initial registration, tax and insurance for project vehicles
• forwards registration and insurance papers to the responsible project/programme staff
• documents completed registrations and monitors the status of vehicle registration (official and private vehicles)
• notifies responsible project or programme staff of the need for initial registration and insurance, and assists them in gathering the documents required, if necessary
• processes accident insurance claims against local and German insurance companies in cooperation with Head Office

1. Other duties/additional tasks

The procurement professional

• performs other duties and tasks at the request of management

Qualifications

• At least BA in business administration, recognised commercial diploma in business administration, or similar degree

Professional experience

• At least 3 years’ professional experience in a comparable position

Other knowledge, additional competences

• outstanding knowledge of purchasing
• very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• very good knowledge of Arabic and English, ideally a knowledge of German
• willingness to upskill as required by the tasks to be performed –corresponding measures are agreed with management