Procurement and contracting professional

İşin təsviri

Salary band 4 –  Procurement and contracting professional
Professional 4A

Reports to: Administrative manager
Deputy: --

A. Responsibilities

The procurement professional is responsible for

 purchasing materials, equipment and services for the GIZ office and GIZ-assisted projects/programmes in accordance with GIZ rules and conditions
 customs declarations
 vehicle registration
 informing projects and programmes on time about the status of procurement and customs matters, particularly in the event of delays
 coordinating effectively with colleagues in the administrative division and with procurement officers at Head Office

The procurement professional performs the following tasks:

B. Tasks

1. Purchasing, procurement

The procurement professional

 procures materials and equipment locally, monitor markets, issues invitations to tender and processes orders in accordance with GIZ regulations
 enters and maintains data relevant for procurement and tenders in ProSoft and Cosoft
 accepts goods and ensures that the receipt is documented and goods received checked appropriately
 enters purchase requisitions and confirmation of receipt of goods through ‘Beschaffung Online’ for procurement through Head Office
 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 projects and programmes of delivery location and time
 processes cases of damage in transport
 documents and files properly completed orders

2. Customs declarations

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

3. Vehicle registration

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

4. 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

5. 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
 monitors the setting up and handling of vehicle logs
 summarises reports by drivers on the condition of vehicles

6. Other duties/additional tasks

The procurement professional

 performs other duties and tasks at the request of management

C. Required qualifications, competences and experience

Qualifications

 BA in business administration, recognised commercial diploma in business administration

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 the European language widely used in the country, ideally a knowledge of German or English
 willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

E  [email protected]

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