Procurement Officer

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the implementing agency of the Federal Republic of Germany for technical and international cooperation. It offers flexible, sustainable and effective solutions in political, economic and social change processes. Most of the work of GIZ is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ also operates on behalf of other German ministries as well as public and private bodies in Germany and abroad. These include the European Commission, the United Nations, the World Bank and governments of other countries.

The Good Financial Governance (GFG) Programme 2019-2022 phase is foreseen to focus on increasing transparency, efficiency, and accountability of public financial governance in Zambia. Its main partner institutions are envisioned to be the Ministry of Finance, the Ministry of National Development Planning, selected line ministries, the Zambia Revenue Authority and the Zambia Public Procurement Authority. The GFG Programme is set to provide advisory services and capacity development measures in the areas of enhancing revenue mobilisation and supporting the reforms in budget planning, management and execution, as well as the revision of intergovernmental fiscal relations, to its partner institutions.

In order to meet the GFG Programme’s growing administrative needs, GIZ is seeking a suitable candidate for the following position:

Procurement Officer (Lusaka based)

REF: GIZ_GFG_PROC                                

Main tasks and responsibilities:

Procurement

• Performing routine procurement duties in line with GIZ policies and procedures
• Participating in the preparation of bidding documents, request for proposals, consultants’ shortlists, and other documents based on relevant procedures for the procurement of goods, works, and consultant services
• Tracking orders and ensuring timely delivery
• Updating and maintaining complete procurement records and ensuring they are properly safeguarded and accurate for future reference
• Working with the GFG Administrative Officer on monitoring availability of materials and stock and carrying out procurement in accordance with GIZ guidelines
• Working with the GFG Administrative Officer on maintaining the programme’s inventory files
• Reporting damaged/defective office furnishings and equipment to programme management and organising and following up on maintenance and repair
• Reporting any noted issues with procurement and consultants to the GFG Finance and Administration Coordinator (FAC)

Contract Management

• Working with the GFG FAC, GIZ country office(s), and GIZ HQ regarding processing contracts and any issues with contracts under the GFG Programme
• Preparing and maintaining accurate documentation for the contracts under the GFG Programme
• Ensuring that all deadlines and conditions described in the contracts are met (e.g. payments, deliverables and contractual periods)
• Working with the GFG Administrative Officer on management of the paper and digital records
• Providing additional support to the GFG team relating to booking and organising events, workshops, and meetings

Other Duties/Additional Tasks

• Assisting in and/or carrying out other programme activities and other tasks as needed
• Acting as a back-up within the GFG administrative team

Qualifications and requirements:

• Minimum of a university degree in a relevant specialisation and qualification in Procurement and Logistics, Business Administration, Economics; other related courses desirable (equivalent of BA or MBA)
• Must be a full member of the Zambia Institute of Purchasing and Supply (ZIPS) with a valid practicing licence
• Certificate in Supply Chain Management is an added advantage
• At least three (3) years’ professional experience in a similar position
• Broad experience in administration
• Experience in contract management is an added advantage

Other knowledge, additional competences

• Fluency in English, both written and oral, with the ability to express oneself well in a polished manner
• Good working knowledge of ITC technology (related software, telephone, fax, email, the Internet) and computer applications (e.g. MS Office)
• Strong communication and interpersonal skills with the ability to to work in a multicultural and multidisciplinary team
• Ability to maintain high standards of confidentiality, especially when handling sensitive information/data
• Strong organisational skills; must be proactive and be able to manage and prioritise workload and be accustomed to working under pressure with high resilience and self-motivation
• Willingness to upskill; corresponding measures to be agreed with management

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