The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH draws on the wealth of regional and technical expertise as well as tried and tested management know-how. As a federal enterprise, we support the German Govemment in achieving its objectives in tne field of intemational cooperation for sustainable development. GIZ offers customised solutions to complex challenges. We offer demand-driven, tailor-made and effective services for sustainable development in more man 130 countries worldwide.

Job Summary

Main Duties and Responsibilities
The procurement officer is responsible for

•   purchasing materials and equipment for the GIZA office and GIZ-assisted projects/programmes in accordance with GIZ rules and conditions
•   release of cargoes
•   customs declarations
•   vehicle registration
•   informing projects and programmes on time about the status of procurement and customs matters, particularly in the event of delays
•   coordinating effectively with colleagues in the administrative division and with procurement officers at Head Office

Tasks
Purchasing, procurement
The procurement officer (shall be responsible for the goods above 20,000 Euros)

•   procures materials and equipment locally, monitor markets, issues invitations to tender and processes orders in accordance with GIZ regulations
•   Communicate with Head Office for approvals
•   updates the database of suppliers and conducts regular market search for alternatives
•   enters and maintains data relevant for procurement and tenders in Prosoft
•   accepts goods, inspects delivery and ensures that the receipt is documented and goods received checked appropriately
•   checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
•   arranges for the safe transfer of goods to their destination (arranges and coordinates the safe transhipment of deliveries to the requesting project and ensures written confirmation of delivery)
•   Encodes required information into the PROSOFT Database (SAP)

Contracts for Short-Term Consultants/ Appraiser/Local Subsidies/Financing Agreements
The procurement officer

•   establishes contracts and issues invitations to tender in accordance with GIZ regulations
•   enters and maintains data relevant for contracts and tenders in Cosoft
•   ensures action being taken on incoming requests
•   checks that all necessary information is filled in or attached to said service request
•   processes complaints
•   documents and files every order properly, also in DMS
•   ensures that the principal adviser and the contractor each have a copy of the contract and keeps one in the contract files
•   monitors status of contract implementation and reports submission for subsequent payment
•   ensures complete flies and updates lists of national consultant 0/s

Customs declarations
The procurement officer (shall work closely with colleague, procurement officer)

•   prepares and submits all necessary papers for duty-free import of goods
•   monitors and controls deliveries by ship (monitors shipment arrival and requests for advance copies of shipping documents from suppliers)
•   monitors release of goods and further processing
•   organises and coordinates the collection of goods
•   enters information' in the customs declaration database, prepares statistics if needed

Vehicle registration
The procurement officer (Assist and relief colleague procurement officer with the following)

•   organises initial registration, tax and insurance for project vehicles
•   forwards registration and insurance papers to the responsible project/programme staff documents completed registrations and monitors the status of vehicle registration (official and private vehicles)
•   notifies responsible project or programme staff of the need for initial registration and insurance, and assists Item in gathering the documents required, if necessary
•   processes accident insurance claims against local and German insurance companies in cooperation with Head Office
•   ensures filing of complete and original vehicle documents at GIZ Country Office and copies sent to the projects
•   handles vehicle logs, fuel consumption Check, documentation of vehicle condition, repairs, technical details.

Administrative services
The procurement officer

•   informs GIZ staff in the country in question about customs issues relating to private goods and registration and insurance of private cars
•   informs and assists GIZ staff as regards to outward journeys as part of the GIZ office's' service package

General tasks
The procurement officer (shall work closely with colleague, procurement officer)

•   uses external service providers to complete customs declarations procedures and vehicle registrations and supervises them
•   organises distribution of office funds and other office supplies
•   monitors the setting up and handling of vehicle logs
•   summarises reports by drivers on the condition of vehicles
•   checks the fuel consumption of the cars and the generator

Other duties additional tasks
The procurement officer

•   performs other duties and tasks at the request of the direct superior and of management
•   Undertakes further job training related to his/her position and duties if required. If required Specific training needs shall be identified and appropriate programmes will be selected jointly with the Deputy Country Director, Administration
•   advises projects and procurement officers especially regarding complex procurement cases
•   deputizes for the Head of Procurement during her absences.

Qualification Required & Experience

•   HND purchasing and Supply
•   At least 5 years' professional experience in a comparable position
•   Excellent knowledge of the procedure of procurement of goods and services
•   Conversant with Public Procurement Act 663

Other knowledge, additional competences

•   very good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
•   very good knowledge of the English language, a knowledge of German is an add advantage
•   finely tuned organisational skills and ability to work on one's own initiative
•   team player
•   ability to work under stress
•   very good communication skills
•   very good negotiation skills
•   broad intercultural understanding

Location: Accra

How To Apply For The Job

•   Interested and suitable applicants are to forward their applications with a detailed Curriculum Vitae and a half to one-page letter addressing the applicant's motivation by email to:-

hr-ghana@giz.de

Closing Date: 29 July, 2015

•   Kindly note that only short-listed applicants  would be contacted.
•   If you do not hear from us 2 weeks after the deadline, please consider your application unsuccessful.
•   advises GIZ expatriate staff on housing issues, rental agreements, generator policy, reimbursement of security cost