Administrative Officer (Procurement and Contracts) at GIZ Nigeria

VA No: 095

Organization: GIZ Nigeria, SEDIN

Background

• As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world.
• GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment promotion, energy and the environment, and peace and security.
• The diverse expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the private sector and governments of other countries.
• We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity.
• Our main commissioning party is the German Federal Ministry for Economic Cooperation and Development (BMZ). The registered offices of GIZ are in Bonn and Eschborn. Our approximately 23,500 employees, almost 70 percent of whom are national personnel, work in a round 120 countries (July 2020)
  GIZ has worked in Nigeria since 1974.
• From 2004, GIZ has maintained a country office in the capital city Abuja. Currently 361 national and 66 international employees, 19 regional staff, 4 integrated specialists and 3 development workers are working in the country (June 2020).

Programme:

• The Pro-poor Growth and Promotion of Employment in Nigeria (SEDIN) Programme. SEDIN is implemented by GIZ on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and co-financed by the European Community.
• SEDIN aims at improving the employment and income situation of micro, small and medium-sized enterprises (MSME) through three components: policy support, local economic development and entrepreneurship empowerment. All components work at the national level as well as in the focal states.
• The “Nigeria Competitiveness Project”, NICOP, is an EU-financed component of SEDIN that focuses on increasing the competitiveness of the selected value chains of tomato/chilli, ginger, leather and garment in Kano, Kaduna, Plateau, Ogun, Oyo, Lagos and Abia states.
• NICOP increases competitiveness through three major pillars of support. The technical pillar provides entrepreneurship, innovation and market linkages. The policy pillar focuses on improving the business enabling environment and the access to finance pillar aims to provide the appropriate and affordable funding to the different actors in the value chains.

Responsibilities and Tasks
Responsibilities:

The Administrative Officer is responsible to:

• Lead and coordinate the process of Procurement of goods and services (within the mandate of the programme) including processing of contract requests and preparing of contracts
• Serve as the focal point on procurement and contract matters and Support the procurement officers in CO with relevant information
• Stand for the accounting officer in his/her daily duties when required
• Manages and confirms completeness and correctness of filling of documents in reference to procurement files or DMS in line with GIZ’s filing rules
• Support the quality management and monitoring needs of the programme
• Supervise staff reporting to him / her.

Tasks:
Procurement / Logistical and Contract Processing:
The Administrative Officer:

• Manages and coordinates the Processes for purchase requisitions / orders for SEDIN program
• Monitors the markets for goods and services
• Ensures that SEDIN is following transparent procurement and contact processes in line GIZ standards and regulations
• Invites, collects and assesses (together with bid evaluating team) supplier tenders, bids, quotations, and proposals
• Ensures completeness of documents for tender processes and contracts
• Manages and ensures that Procured services required for workshops (hotel accommodation, workshop venue, printing of banners etc.) were in line to GIZ rules and worth the prices.
• Accepts goods and ensures that the receipt is documented and goods received are checked appropriately.
• Coordinate for the safe transfer of goods to their destinations and notifies ordering units and flied offices on delivery location and time.
• Provide guidance and advise on procurement and contract matters to field office admin assistants.
• Inform field offices on-time about the status of procurement of goods and services.
• Prepares contracts and related documents for consultants and goods and service providers, using GIZ standard forms
• Ensures the timely purchase & delivery of quality goods, materials, supplies and services at the lowest possible cost
• Prepares and maintain purchasing records, reports and price lists.
• Ensures creation and/or regular updating of a list of consultants contacts and addresses (telephone, fax, email, TIN number)
• Supports the procurement officers in CO with relevant information.

Accounting Services:
The Administrative Officer is responsible to:

• Support the account officer with creditors and debtors’ administration, including agreements with national appraisers
• Collaborate with the accounts team in invoice analysis and ensures proper preparation and execution of payment orders.
• Prepares transfers and/or other bank documents and checks these before execution during the absence of the Accounts Officer

Administration:
The Administrative Officer is responsible to:

• Create and maintain a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
• Labels files in accordance with GIZ filling rules
• Make regular update of the contract monitoring sheet (BPM) for management information and monitoring tool.
• Supervise and manage Band-1 staff member(s) by assuming the disciplinary and managerial role if required and requested by management.

Coordination Tasks:
The Administrative Officer is responsible to:

• Coordinates staff in the procurement unit who will be supporting in the procurement of goods and services.
• Ensures that the processes of procurement of goods and services for the program (SEDIN) run smoothly and that concerned unit and field offices are always well informed about the status of their request.

Other duties / additional tasks:
The Administrative Officer:

• Supports the quality management and monitoring needs of the programme
• Is aware of the Emergency Plan for Admin and Finance of the programme
• Performs other duties and tasks at the request of Head of Admin and Finance, his/her Deputy or the Head of Programme.

Required Qualifications, Competencies and Experience

• University Degree in Accounting / Marketing Managaement / Administration or similar areas.

Professional Competencies and Experience:

• A minimum of 3 years’ professional experience in a comparable position.

Other Knowledge, Additional Competencies:

• Good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Good knowledge of English, both oral and written
• Excellent communication skills
• Good management and organisational skills
• Absolute integrity, honesty and trustworthiness; high professional standards in handling given tasks and assignments
• Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management.

Salary
According to GIZ salary scale for Band 4.