Procurement Officers

Deutsche Gesellschaft fr Internationale Zusammenarbeit (GIZ) GmbH

Job Summary

Perform duties of Procurement Officers

  • Minimum Qualification: Degree
  • Experience Level: Senior level
  • Experience Length: 5 years

Job Description

The Deutsche Gesellschaft für 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 Government in achieving its objectives in the field of international cooperation for sustainable development. GIZ offers customized solutions to complex challenges. We offer demand-driven, tailor-made and effective services for sustainable development in more than 130 countries worldwide.


Job Title: Procurement Officers


Job Location: Accra, Greater Accra


Job Description

  • Purchasing materials and equipment for the GIZ office and GIZ-assisted projects/programmes in accordance with GIZ rules and conditions
  • Customs declarations
  • Informing projects and programmes on time about the status of procurement particularly in the event of delays
  • Coordinating effectively with colleagues in the administrative division and with procurement officers at Head Office


Tasks

Procurement


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
  • Contacts suppliers of defective goods delivered and arranges necessary follow-ups
  • 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 (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)
  • Notifies projects and programmes of delivery location and time
  • Processes cases of damage in transport
  • Documents and files every order properly, also in DMS


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

  • 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 files and updates lists of national consultant CVs
  • Updates national consultant fee list / honorarium
  • Places advertisements for the procurement of services in consultation with the projects


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 them 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 
  • Follows up on reports by drivers on the condition of vehicles
  • Provides advice and guidance on handling of vehicle accidents
  • Monitors the fleet of vehicles and ensures that road worthy certificates and renewal of vehicle insurances
  • Ensures proper handing over / donation of program/project vehicles to counterpart institutions according to Ghana law and regulations
  • Advises expatriate GIZ staff on DVLA procedures, regulations on Ghana driving licenses, car insurances, change of ownership when buying a vehicles and procedures to respect at the end of assignment before leaving Ghana permanently


Administrative services

  • Organises and files documents in reference files or in DMS in line with GIZ’s filing rules
  • Updates the filing system daily with incoming and outgoing correspondence


General tasks

  • The procurement officer (shall assist colleagues, Logistics 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

  • 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
  • Monitors invoices for Vodafone and MTN and the overall handling of telephone issues (both landline and cellular phones)
  • Responsible for the daily coordination and communication with the IT service provider
  • Reports all problems with procurement issues without delay
  • Responsible for filing in accordance with GIZ rules, also in DMS


Qualification and Requirements

  • Minimum of BA in Purchasing and Supply or Supply Chain Management or Business administration, recognised commercial diploma in business administration or similar
  • At least 5 years’ professional experience in a comparable position
  • Excellent knowledge of procurement procedures


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
  • Willingness to update skills as required by the tasks to be performed – corresponding measures are agreed with management

How to Apply?

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