Junior Procurement Officer

A. Required qualifications, competences and experience

Qualifications

BA/MSc in business Administration with a focus on controlling, purchasing or contract management

Professional experience

At least 3 years’ professional experience in a comparable position

Good experience in the preparation of construction contracts (preferably 2 years of experience)

Other knowledge, additional competences

Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)

Very good in English and Arabic

Customer and service-oriented attitude

Self-learning capacity

Dedication and high commitment

B. Responsibilities

The position holder is responsible for:

 procurement of goods & services for the GIZ office and GIZ-assisted projects/programmes in accordance with GIZ rules and conditions

informing projects and programmes on time about the status of procurement, particularly in the event of delays

coordinating effectively with colleagues in the administrative divisions and with procurement officers at Head Office

dealing with all questions arising in this area of goods' procurement in coordination with direct superior

filing documents in reference files or DMS in line with GIZ’s filing rules

performing tasks in compliance with GIZ’s Orientation and Rules (O+R)

In this context, the position holder fulfills the following tasks:

C. Tasks

Procurement of goods & contracting

The position holder:

procures materials and equipment locally, monitor markets, issues invitations to tender and processes orders in accordance with GIZ regulations

enters and maintains data relevant for procurement and tenders in ProSoft

concludes contracts (for services & construction), local subsides, issues invitation to tender and processes orders in accordance with GIZ regulations

enters and maintain data relevant for contracting and tenders in CoSoft

accepts goods and ensures that the receipt is documented and goods received checked appropriately for GIZ Office and CIM procurement only

enters purchase requisitions and confirmation of receipt of goods through ‘Beschaffung Online & SRM’ for procurement through Head Office

checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction for GIZ Office and CIM procurements only

arranges for the safe transfer of goods to their destination

processes cases of damage in transport for GIZ Office

documents and file properly completed orders

maintains complete and correct manual and DMS filing for the procurement of goods & services according to GIZ regulations

ensure that all invoices checked through the GIZ Office are filed in the B & E files according to GIZ Rules and Regulation, and coordinating the process with GIZ Office Finance Department

provide information for the responsible employee in the finance department about funds needs for the procured materials for the GIZ Office-Beirut, start-up projects and the regional project

Other duties/additional tasks

The junior procurement officer:

performs other related tasks requested by the Finance and Administration Manager

immediately reports all problems to the Finance and Administration Manager

regularly checks  the changes in GIZ Orientation and  Regulations Tool (O+R) in relation to field of work

Filling ZASone (Zeitaufschriebe) on daily bases

Introducing new AMA and NPs to the fields procurement of goods and services

Deputising defined tasks related to the department daily work and as requested by the Finance and Administration Manager

Job description will be further amended throughout the contract period.