Junior Procurement Officer

A. Brief Description
Poverty, high vulnerability, psychological stress and the resulting negative coping strategies, food insecurity and (economic) lack of prospects as well as social marginalization determine the everyday life of IDPs, returnees and host communities in Baidoa. Lack of education, professional qualifications and professional experience as well as entrepreneurial knowledge mean that many IDPs and also members of the host communities lack the skills to work or self-employed. The target group thus has inadequate employment opportunities, which means that their livelihoods are not secured (core problem). The aim of the project is therefore to improve the employment opportunities of internally displaced persons, returnees and the local population in Baidoa, especially young people and women.
B. Responsibilities
The Procurement Officer is responsible for:
▪ Process requests at project level on a timely basis.
▪ Initiate a transparent tender process according to P+R.
▪ Maintain a procurement of goods monitoring tool.
▪ Coordinate effectively with other colleagues in the administrative and finance departments at various projects within the cluster.
▪ Ensure that the provided services are within the section and are done correctly according to P+R.
In this context, the Procurement Officer fulfils the following tasks:
C. Tasks

1. Core scope of tasks
   The Procurement Officer:
   ▪ Carry out procurement procedures for all procurements at Projects level (i.e. prepare Local Purchase Orders as requested by the projects within the required limits).
   ▪ Advise & guide other colleagues within the projects on matters relating to Procurement of goods in accordance with P+R guidelines.
   ▪ Arranges for smooth flow of procurement process.
   ▪ Carry out market research for certain procurements as per project’s needs.
   ▪ Ensure file completeness as per P+R for all file E.
   ▪ Maintain the inventory file and onsite Asset
   ▪ Maintain onsite operations for procurement processes
   ▪ Assist in clearing of goods where needed
2. Other duties/additional tasks
   The Procurement Officer:
   • Maintain an updated supplier list with the following information qualifications, delivery times, product ranges, etc.
   • Maintaining good supplier relations.
   • Research and evaluate prospective suppliers.
   The Officer is also responsible for local Events and Logistics
   ▪ Organise internal and external events according to the guidelines of GIZ
   ▪ Advise & guide other colleagues within the projects on matters relating to events and logistics in accordance with P+R guidelines.
   ▪ Arranges for smooth flow of events process.
   ▪ Organise fleet management on a timely basis and conduct regular fuel consumption checks
   ▪ Monitor utilities and material on project level and ensure timely restocking of the same
   ▪ Organise travel management and Support the visa process for colleagues and partners
   ▪ Conduct regular logbook checks of all GIZ vehicles
   The Officer is also responsible for contracts
   ▪ Ensure that the requests for Appraiser and Consultancy contracts are timely processed through project, country office (CO) and Head Office (HO).
   ▪ Advise & guide projects on P&R guidelines regarding aspects of Appraiser and Consultancy Contracts.
   ▪ Ensure that all invoices are submitted to Finance departments both at Project and CO level.
   ▪ Serve as the point of contact for partners, stakeholders, and projects on contractual matters within the project and CO.
   ▪ Ensure a smooth flow of the contractual process both at project level and country office level.
   ▪ Ensure contract file completeness at project level.
   ▪ Ensure contract close-out, extension, or renewal on timely basis
   Required qualifications, competences, and experience
   Qualifications
   ▪ Administrative Assistant: Diploma in Business Administration and/or similar field.
   Professional experience
   Other knowledge, additional competences
   • Proficiency in Microsoft Office and purchasing software.
   • Strong communication and negotiation skills.
   • Good analytical and strategic thinking skills.
   • Supervisor and Management Experiance.
   • Attention to Detail.
   The officer will be based in Baidoa and work under the direct supervision of the senior finance manager.