Procurement and Contracting Specialist

Core tasks

• In your role you work on all job orders within your remit and are the main contact for advising managers and other staff members on all issues in the thematic area, particularly with regard to the procurement of materials and equipment, customs declarations and vehicle registration. You are also responsible for providing specialist support to colleagues in bands 2 and 3, and ensure the quality of the commission’s outcomes. You work on all job orders within your remit and are the main contact for advising managers and other staff members on all issues in the thematic area.
• 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 coordinate the process for awarding contracts, agree and enter into contracts in accordance with the relevant legal, contractual, socio-political and corporate policy requirements and monitor the processing and fulfilment of those contracts.
• In this context, you research and identify potential providers and suppliers, and obtain and evaluate bids.
• The role includes close consultation with the programmes and projects in order to clarify details of their procurement requirements and provide 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.
• 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.

Main activities

BRIEF PROFILE Example (5-8 main tasks based on formal job description or staff assessment and development talk – please update)

Procurement of Materials & Equipment

• Receive requester documents, check completeness and quality, and obtain clarifications where needed.
• Procure materials and equipment locally in line with GIZ regulations, including market monitoring, invitations to tender and order processing.
• Review and verify above-threshold procurement documents and provide the required feedback before submission/processing.
• Prepare and issue the Purchase Order (PO) and confirmation of receipt of goods.
• Maintain complete and up-to-date procurement records and databases in SharePoint and DMS.

Procurement of Services (Consultancy & Event)

• Receive requester documents, check completeness and quality, and obtain clarifications where needed.
• Review and verify above-threshold contract documents and provide the required feedback.
• Monitor the market, issue invitations to tender and process service procurements in accordance with GIZ regulations.
• Ensure offered prices are in line with the GIZ Fee Grid and prepare and issue contract agreements.
• Maintain complete and up-to-date contract records and databases in SharePoint and DMS.

Financing Arrangements

• Receive requester documents, check completeness and quality, including all documents required for the commercial eligibility check.
• Prepare the KEP and obtain approval from the responsible officers/units.
• Advise projects on the appropriate type of financing arrangement, including local contribution, financing and grant agreements.
• Provide the necessary mandatory training to projects and recipients.
• Draft the contract/agreement and submit it to CO/HQ together with the required supporting documents.
• Closely follow up the process through review, approval and completion.

qualifications

• Bachelor’s degree in Procurement, Supply Chain Management, Law, Commerce, Business Administration, Finance or a related field; a Master’s degree is an advantage.

Professional experience

• Minimum five years of professional experience in procurement and contract management.
• Experience in financing arrangements (local contribution, financing and grant agreements), with strong organisational, analytical and stakeholder-management skills.
• Ability to proactively manage multiple priorities and meet strict deadlines while ensuring compliance.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) and willingness to learn GIZ-specific applications, including S4GIZ.

This position is assigned to salary band 4