Job Vacancy For Procurement Officer At GIZ

The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH draws on the wealth of regional and technical expertise as well as tried and tested management know-how. As a federal enterprise, we support the German Govemment in achieving its objectives in tne field of intemational cooperation for sustainable development. GIZ offers customised solutions to complex challenges. We offer demand-driven, tailor-made and effective services for sustainable development in more man 130 countries worldwide.

Job Summary

Main Duties and Responsibilities
The procurement officer is responsible for

•   purchasing materials and equipment for the GIZA office and GIZ-assisted projects/programmes in accordance with GIZ rules and conditions
•   release of cargoes
•   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

Purchasing, procurement

The procurement officer (shall be responsible for the goods above 20,000 Euros)

•   procures materials and equipment locally, monitor markets, issues invitations to tender and processes orders in accordance with GIZ regulations
•   Communicate with Head Office for approvals
•   updates the database of suppliers and conducts regular market search for alternatives
•   enters and maintains data relevant for procurement and tenders in Prosoft
•   accepts goods, inspects delivery and ensures that the receipt is documented and goods received checked appropriately
•   checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
•   arranges for the safe transfer of goods to their destination (arranges and coordinates the safe transhipment of deliveries to the requesting project and ensures written confirmation of delivery)
•   Encodes required information into the PROSOFT Database (SAP)

Contracts for Short-Term Consultants/ Appraiser/Local Subsidies/Financing Agreements
The procurement officer

•   establishes contracts and issues invitations to tender in accordance with GIZ regulations
•   enters and maintains data relevant for contracts and tenders in Cosoft
•   ensures action being taken on incoming requests
•   checks that all necessary information is filled in or attached to said service request
•   processes complaints
•   documents and files every order properly, also in DMS
•   ensures that the principal adviser and the contractor each have a copy of the contract and keeps one in the contract files
•   monitors status of contract implementation and reports submission for subsequent payment
•   ensures complete flies and updates lists of national consultant 0/s

Customs declarations
The procurement officer (shall work closely with colleague, procurement officer)

•   prepares and submits all necessary papers for duty-free import of goods
•   monitors and controls deliveries by ship (monitors shipment arrival and requests for advance copies of shipping documents from suppliers)
•   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

Vehicle registration
The procurement officer (Assist and relief colleague procurement officer with the following)

•   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 Item in gathering the documents required, if necessary
•   processes accident insurance claims against local and German insurance companies in cooperation with Head Office
•   ensures filing of complete and original vehicle documents at GIZ Country Office and copies sent to the projects
•   handles vehicle logs, fuel consumption Check, documentation of vehicle condition, repairs, technical details.

Administrative services
The procurement officer

•   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 to outward journeys as part of the GIZ office's' service package

General tasks
The procurement officer (shall work closely with colleague, procurement officer)

•   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
•   checks the fuel consumption of the cars and the generator

Other duties additional tasks
The procurement officer

•   performs other duties and tasks at the request of the direct superior and of management
•   Undertakes further job training related to his/her position and duties if required. If required Specific training needs shall be identified and appropriate programmes will be selected jointly with the Deputy Country Director, Administration
•   advises projects and procurement officers especially regarding complex procurement cases
•   deputizes for the Head of Procurement during her absences.

Qualification Required & Experience

•   HND purchasing and Supply
•   At least 5 years' professional experience in a comparable position
•   Excellent knowledge of the procedure of procurement of goods and services
•   Conversant with Public Procurement Act 663

Other knowledge, additional competences

•   very good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
•   very good knowledge of the English language, a knowledge of German is an add advantage
•   finely tuned organisational skills and ability to work on one's own initiative
•   team player
•   ability to work under stress
•   very good communication skills
•   very good negotiation skills
•   broad intercultural understanding

Location: Accra

How To Apply For The Job

•   Interested and suitable applicants are to forward their applications with a detailed Curriculum Vitae and a half to one-page letter addressing the applicant's motivation by email to:-

[email protected]

Closing Date: 29 July, 2015

•   Kindly note that only short-listed applicants  would be contacted.
•   If you do not hear from us 2 weeks after the deadline, please consider your application unsuccessful.
•   advises GIZ expatriate staff on housing issues, rental agreements, generator policy, reimbursement of security cost