Administrative Assistant - Procurement and Logistics at Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ)

The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH (German Agency for International Cooperation) is an international enterprise owned by the German Federal government, operating in many fields across more than 130 countries. In Nigeria, GIZ's portfolio includes among others, a programme to support the Economic Community of West African States (ECOWAS) in its regional integration goals. The programme aims to strengthen sector-specific capacities in the areas of Peace and Security, Customs and Trade as weir as Strategic Management and Organizational Development in the ECOWAS Commission.

We are recruiting to fill the position below:

Job Title: Administrative Assistant - Procurement and Logistics

Vacancy no.: 039
Location: Abuja
Employment Type: Full-time

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. Since 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 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 Administrative assistant (procurement and logistics) is responsible for:

• Ensuring that tasks are carried out smoothly within the assigned area of responsibility.
• Organising and coordinating all work stages
• Performing all daily duties in the assigned area of responsibility
• Liaising with customers in a service-oriented manner on behalf of the country office
• Maintaining a helpful attitude to customers, ensuring that the office creates a professional impression.
• Communicating efficiently with offices with which regular contact is maintained.
• Coordinating effectively with colleagues in the administration division and with the procurement officers at Head Office.

Tasks:
The Administrative assistant (procurement and logistics) performs the following tasks:
Administrative Activities:

• The Administrative assistant (Procurement and logistics)
• Opening and recording the relevant bids that GIZ received in compliance with the rules, regulations, and requirements for the procurement process that GIZ has established.
• Monitors the common portal - Every new request submitted via the common portal is monitored and printed every day.
• Organize and update unit correspondence daily.
• Maintain a record or list of the files prior to sending the completed contract and procurement files to the finance and control unit.
• Supporting the filling up of procurement officers according to the GIZ filing system and maintaining the confidentiality of information,
• Make sure the electronic copies of the purchase orders and contracts are accessible via the DMS link and do regular follow-ups.
• Performing other duties and tasks as may be directed.

Coordinating Tasks:
The Administrative assistant (Procurement and logistics):

• Supports the procurement travel and logistics in the GIZ Country Office.
• Ensures that procurement logistics procedures are executed efficiently and that colleagues are kept up to date on the status of their requests.

Other Duties / Additional Tasks:
The Administrative assistant (Procurement and logistics):

• Collaborates with the accounts team in invoice analysis and ensures proper preparation and execution of payment orders.
• Performs other duties and tasks at the request of management.

Required Qualifications, Competences and Experience Qualifications

• BSc in Business Administration, Finance, Accounting, Economics or related fields.

Professional experience:

• At least 1 year experience in a comparable position.

Desired additional qualifications, competencies, and experiences:

• Confidential handling of information
• English language proficiency (written and oral)
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Willingness to upskill as required by the tasks to be performed - corresponding measures are agreed 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 2.

Application Closing Date
9th May, 2024.

How to Apply
Interested and qualified candidates should send their CV and Letter of Motivation as one document with complete contact details to: [email protected] using the Job Title as the subject of the email.

Note

• Please include vacancy no. 039 in mail subject
• GIZ is an equal opportunities employer committed to diversity. All qualified candidates, regardless of disability, age, sex, ethnicity, race, and religion are encouraged to apply.
• Only shortlisted candidates will be contacted.