Head of Procurement and Travel & Logistics at GIZ Nigeria

Background

• GIZ. Solutions that work. 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). The Project: GIZ Country offices are the c

The Project

• GIZ Country offices are the central element of GIZ’s field structure. They ensure consistent overall representation of the company and its successful positioning as a service provider in the international cooperation market.
• They are headed by a country director. The country directors represent GIZ as a whole in the country or countries they service.
• The country director is responsible for shaping the GIZ country portfolio and assuring its quality, and in particular ensures that GIZ activities in all business sectors are coherent.
• The country directors generally have management responsibility for the officers responsible for commissions in the public-benefit TC measures in their area.
• The GIZ Offices provide human resources and commercial support services for programmes and projects in their areas.
• These services must be contracted as set out individually in the respective processes and rules sections.
• Furthermore, the GIZ Offices perform internal audits of the project administrations in the public-benefit sector, and by agreement for International Services projects and offices too.

Responsibilities
The Head of Procurement and Travel & Logistics is responsible for:

• Efficiently dealing with queries about issues in the Procurement and Travel & Logistics section of the GIZ Office Abuja
• Performing tasks in compliance with GIZ’s Processes and Rules (P+R)
• Correctly providing services within the team in accordance with GIZ’s requirements
• Ensuring deadlines are kept
• Ensuring the procurement is working based on P+R and in satisfaction with clients and customers
• Guide and support all official travellers on ticket procurement including procurement from the Headquarters travel agent
• Coordinating the interface to the travel agent who works for GIZ on the basis of a framework agreement, checking invoices from the travel agent and proper documentation of all travel related documents
• Visa processing for all international travels and travel health insurance
• Regularisation of STR visa
• Maintenance of office infrastructure (building, water supply/bills electricity fittings, doors, etc.)
• Maintenance of official SIM cards for GIZ in Nigeria
• Follow up of receivables in the GIZ office journal
• Vehicle insurance in GIZ HQ and also coordinate the local insurance/vehicle registration
• Coordinating staff of house keeping
• Quarterly report of Business Trips and Mobile Working to HQ
• Innovation, knowledge management and communication of innovations to a broad target group
• Integrating results and experience into teamwork and the work of all relevant groups
• The technical coordination with department staff members, GIZ Office Abuja, other offices, project staffs and HQ

Tasks
The Head of Procurement and Travel & Logistics performs the following tasks:
Dialogue with the Management:

• The Head of Procurement and Travel & Logistics
• Advises his/her superior (Head of Finance and Administration and / or Management) on questions relating to the thematic area and on issues that are relevant to different groups
• Provides advisory services to project / programme managers and to relevant staff in all procurement matters, including customs and liaison

Management Responsibilities:

• The Head of Procurement and Travel & Logistics
• Is responsible for the business areas, orders and measures assigned within the section and for managing all staff who report to him/her
• Executes plans, policies and programmes business affairs related to procurement
• Manages staff in accordance with management principles and guidelines to promote a sense of corporate identity, enable employees to carry out tasks independently and create scope for creativity and innovation
• Is responsible for recruiting, selecting, grading, planning the assignment of and professional development of staff members who report to him/her
• Is also responsible for monitoring, managing staff and ensuring that they provide cost-effective services
• Carries out the annual staff assessment and development talk for staff members who report to him/her
• Plans and coordinates the procurement and travel & logistics unit in all relevant areas, such as trainings for office and project staff
• Taking over responsibility as per signatory regulations
• Leads and guides the country office procurement and travel & logistics team to provide an excellent service to GIZ clients and fosters collaboration within the team, with other CO teams, projects and external clients

Content-related Tasks:

• The Head of Procurement and Travel & Logistics
• Ensures internal and external networking between different groups and thinks and acts outside the boundaries of the immediate team
• Designs group and working procedures in line with objectives, requirements, and the client’s needs
• Further develops themes and instruments in his/her working area and incorporates these into the overall context
• Makes available expertise in the context of knowledge management and advises external parties on issues from the manager’s area of responsibility
• Networks with other units and takes into account management goals and requirements in providing services
• Formulates solutions for complex issues and fundamental issues relating to the section Procurement
• The Head of Procurement and Travel & Logistics
• Establishes an efficient and qualitative central procurement service
• The day-to-day management of the procurement team
• Reviews and implements the procurement strategy
• Develops systems of control, policies and procedures in relation to procurement
• Coordinates with projects / programmes, co and hq units to ensure policies and procedures are followed
• Reviews existing contracts and identifies opportunities for improved value for money
• Reviews service areas and potential supplier rationalisation and framework agreements
• Ensures that procurement and contractual legislative requirements are understood and incorporated into controls, policies and procedures
• Is responsible for the internal and external clients for efficient and customer-oriented operations 5. Travel Management The Head of Procurement and Travel & Logistics
• Is coordinating the interface to the travel agent who works based on a framework agreement
• Is coordinating the interface to the visa agent who works based on a framework agreement 6. Logistics and House Keeping The Head of Procurement and Travel & Logistics
• Informs the Property Management or organizes within the unit if repairs etc. are needed

Other Duties / Additional Tasks:

• The Head of Procurement and Travel & Logistics
• Immediately reports all problems involving procurement and regulations to the Head of Finance and Administration and/or the Country Director
• Maintains filing for the procurement unit and keeps information confidential
• Performs other duties and tasks at the request of management
• Ensuring an inventory is implemented as per rules and regulations
• Overseeing the facility management of the GIZ office Abuja

Required qualifications, Competences and Experience Qualifications

• Minimum of BSc in Economics, Finance, Accountancy Business Administration, Supply Chain Management, or a related field, additional certifications such as CPM or CIPS is an added advantage.

Professional Experience:

• Minimum of 8 years of professional experience in a comparable position, specifically in Procurement and Travels
• Excellent leadership, communication, and interpersonal skills, including experience managing and mentoring teams.
• Experience working for International Organisation is an added advantage

Desired additional qualifications, competencies, and experiences

• Outstanding knowledge of purchasing.
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Knowledge of German is an advantage.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed upon with management.
• Good organisational skills
• A good team player who is willing to take on responsibility.
• Innovative and possessing a positive attitude to change.

Salary
According to GIZ salary scale for Band 5.