Junior Procurement and Contracting Specialist -Addis Ababa, Ethiopia

Vacancy Announcement #010/2023

Junior Procurement and Contracting Specialist

GIZ-AU Office

Contract duration: 31.03.2025

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development dedicated to shaping a future worth living around the world. As a public-benefit federal enterprise, GIZ supports the German Government – in particular, the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in achieving their objectives in international cooperation in around 120 countries.

Since 2004, GIZ has been a reliable and trusted partner of the African Union (AU) to enhance inclusive growth and sustainable development on the African continent in line with the AU’s Agenda 2063: The Africa We Want. With more than 225 staff, GIZ African Union cooperates with the AU Commission, as well as the AU’s specialized institutions and agencies, such as the Development Agency AUDA-NEPAD, at continental, regional, and national levels in more than 35 member states. Key areas of engagement include Peacebuilding and Conflict Prevention, Governance and Migration, Regional Economic Integration, as well as Pandemic Prevention, and Health.

The GIZ African Union Office headquartered in Addis Ababa, Ethiopia with further staff based in South Africa, Ghana, and Germany provides services and support in the areas of procurement, financial management, events and travel, human resources, internal operations, communication and portfolio management to all GIZ programmes and projects that are implemented in partnership with the African Union.

The Service Unit Procurement at the GIZ AU Office supports the GIZ AU projects to conclude local and regional service contracts for individual consultants and consulting firms as well as for procurements of goods and equipment.

By doing so, we aim to provide qualitative and sustainable advisories to our projects and stakeholders in compliance with the public procurement regulations and in framework of the Procedures and Rules (PuR).

Responsibilities

• In your role you assist in working on all job orders within your remit and provide support as the main contact for advising managers and other staff members on all issues in the thematic area, in particular the procurement of services, materials and equipment.
• You clearly communicate the relevant requirements, conditions and restrictions in terms of your capacity to act with due regard for compliance rules and P+R.
• You support experienced specialists in awarding contracts, entering into contracts in accordance with the relevant legal, contractual, socio-political and corporate policy requirements / P+R and monitor the processing and fulfilment of those contracts.
• In consultation with your line manager, you research and identify potential providers and suppliers, and obtain and evaluate bids.
• Your role involves close consultation with the projects and programmes in order to clarify details related to their procurement requirements and guidelines on the award of contracts and develop appropriate solutions.
• In consultation with your team colleagues and line manager, you also coordinate all issues within your area of work and ensure that they are dealt with promptly and competently. You resolve problems that arise in your area of responsibility on the basis of existing rules and draw attention to more complex challenges in your team.
• You are involved in ongoing process development within your remit, are responsible for knowledge management and prepare and share documentation. If required, you also support other experts in familiarising themselves with and performing their tasks.
• You perform the tasks assigned to you by your line manager, where required.
• proactively makes proposals and prepares content for public relations measures,
• prepares reports and presentations in collaboration with and upon request of the manager of cooperation with EIAR and the project manager,
• keeps up-to-date with publications and events in his/her area of responsibility,
• participates in and contributes to GIZ sector networks or other communities of practice.

Tasks

• Concluding local service contract and purchasing local materials and equipment for the GIZ AU office and GIZ-assisted projects/programmes in accordance with GIZ rules, regulations and conditions by using the appropriate IT systems when procuring services and goods (Cosoft / Prosoft)
• Handling local and regional tendering procedures for procurement according to GIZ guidelines, rules and procurement public regulations
• Collecting up-to-date information from country offices and headquarters on procurement procedures and forms
•  Advising projects/programmes on procurement planning procedures and requested documentation/ forms.
• Providing a first quality check for completeness of submitted documentation by program(s).
• Closely liaising with GIZ country offices and HQ for contract conclusion
• Keeping database on regional/international suppliers / consultants and conducts regular search for alternatives.
• Checking suppliers’ / consultants’ invoices, delivery notes and other papers and submitting them for signature to the requesting project/program to ensure conformity to the contract / order
• Filing documents with completed transactions and ensures completeness of procurement / contract files.
• Ensuring the whole documentation of the procurement process and ensuring the filing in DMS / SharePoint
• Closely liaising with other service units at GIZ AU to ensure alignment of interfaces for a smooth processing of project requests.
• Supporting the professionalisation of the GIZ AU Service Unit Procurement
• Assisting in and/or carries out other activities and tasks as assigned.
• Management of the functional email address of the SU Procurement.
• 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 different Country Offices and Head Office
• Performing any similar duties and tasks at the request of management

Qualifications

•  Completed studies (MA) with a commercial or legal background.

Professional experience

• Knowledge in the preparation and execution of tenders and contract awards under the application of public procurement law (less than 2 years’ experience).
• Excellent knowledge of procurement procedures and contract management at GIZ or other international organization is an advantage.

Other knowledge, additional competencies

• Ability to think and act strategically and analytically and/or quick perception and an eye for the essentials.
• Structured, result- and service-oriented way of working, strong initiative as well as sense of responsibility, team- and communication skills.
• Very good MS-Office knowledge, SAP knowledge is an advantage.
• Business fluent in English; good knowledge of French and/or German is an advantage.