Maintenance & Procurement Officer at GIZ

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the implementing agency of the Federal Republic of Germany for technical and international cooperation. It offers flexible, sustainable and effective solutions in political, economic and social change processes. Most of the work of GIZ is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ also operates on behalf of other German ministries as well as public and private bodies in Germany and abroad. These include the European Commission, the United Nations, the World Bank and governments of other countries.

GIZ Office Zambia provides financial and administrative services to GIZ projects and programmes in Zambia as well as other countries in the region. In order to meet the growing needs of its expanding portfolio, GIZ is seeking a suitable candidate for the following position:

Maintenance and Procurement Officer (Lusaka based)

REF: GIZ_MAPROC

Main tasks and responsibilities:

• Procurement of goods and services in accordance with GIZ rules and conditions
• Drawing up local subsidies (LS) and financing agreements (FAs) in accordance with GIZ rules and conditions
• Handling customs related matters
• Supporting the Head of Finance and Administration in all issues regarding monitoring; communication to clients and process optimization,
• Supporting the Head of Finance and Administration in all issues regarding facility management
• Supporting the Head of Finance and Administration in all issues regarding establishing and implementation digital solutions and similar in the field of contracts and procurement

Procurement of Goods and Services and Customs declaration

• Procuring materials and equipment on the local market and through GIZ HQ
• Accepting and checking goods received and confirming receipt
• Preparing and submitting all necessary papers for duty-free import of goods
• Monitoring and controlling imported deliveries
• Ensuring that all documentation required for the preparation of service or financing contracts is complete
• Concluding appraiser/consultant contracts and entering them in CoSoft
• Drawing up financing agreements and local subsidies
• Updating the internal clients/programmes actively about the status of contract, procurement and customs matters, particularly in the event of delays
• Advising projects/programmes on all issues relating to procurement and handling internal and external complaints
• Actively supporting the Head of Finance and Administration in all issues regarding monitoring and communication to clients and process optimisation

Facility management

• Supporting the Head of Finance and Administration in all issues regarding facility management
• Actively handling maintenance and repair issues
• Assisting the Head of Finance and Administration with respect to renovations and related processes

Focal point for digitalisation in procurement

• Actively supporting the Head of Finance and Administration in all issues regarding the establishment and implementation of digital solutions, similarly in the field of contracts and procurement
• Clarifying system requirements and training needs with respect to the implementation of new digital applications
• Supports the Head of Finance and Administration in communication and rollout of new digital solution

Other duties/additional tasks

• Performing other duties and tasks at the request of management

Qualifications and requirements:

• Minimum of a master’s degree in Business Administration (MBA), Procurement and Supply or similar field
• Must be a full member of the Zambia Institute of Purchasing and Supply (ZIPS) with a valid practicing licence
• Membership of the Chartered Institute of Procurement and Supply (CIPS) is an asset

Professional experience:

• At least 5 years’ professional experience in a comparable position
• Broad experience in administration and facility management/maintenance
• Experience in introducing new digital innovations/applications

Other knowledge and additional competences:

• Excellent communications skills
• In-depth knowledge of procurement/contracting processes
• Good craftsmanship skills
• Excellent organisational skills with a strong capability to prioritise workload
• Very good working knowledge of ITC technologies (related software, MS Office, especially advanced level proficiency in MS Excel)
• High interest and willingness in introduction of new digital applications and establishing digitally supported processes (e.g. Common Portal)
• Fluency in English, both written and oral
• Willingness to upskill as required by the tasks to be performed – corresponding measures to be agreed with management

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