Administrative Officer – Pooled Services: Procurement/contracts, Inventory And Logistics-Sppsi

A.   Required qualifications, competences and experience Formal Qualifications BA in business administration or related fields Professional experience At least 5 years’ professional experience in a comparable position profound experience in preparation of purchase orders and service contracts and invoice follow up Experience in comprehensive inventory systems and physical inventory checks Experience in administration work in similar field or development organizations   Other knowledge, additional competences excellent communication and cooperation skills team player/ability to cooperate with others dedication/commitment, reliable very good working knowledge of IT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office) language skills: Fluent spoken and written skills in English, Arabic, German Language is a plus  ability to cope with dynamic situation of cooperation system in development field  experience and ability to deal with unexpected challenges   B.   Major Responsibilities 1.     Purchasing, procurement of goods/material up to certain value procures materials and equipment locally, monitor markets, issues invitations to tender and issues purchase orders in accordance with GIZ regulations accepts goods and ensures that the receipt is documented and goods received checked appropriately arranges for the safe transfer of goods to their destination notifies the project manager of delivery location and time documents and files properly completed orders prepares procurement files for internal and external audits according to GIZ rules and regulation   2.     Preparation of local contracts with individuals and consulting firms up to certain limit prepares local contracts up to a certain limit in accordance with GIZ regulations informs the project manager on time about the status of contract preparation and related matters, particularly in the event of starting delays documents and files properly completed contracts keeps contract lists always updated 3.     Inventory handling and keeping inventory of material and goods according to GIZ rules and regulations maintains and monitors inventory lists up to date using the GIZ related systems ensures the proper labelling material and equipment preparation and handling the handover of equipment/material to the partner organisations according to GIZ rules and regulations. Prepares related lists 4.     Logistics/ Event Management: organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events prepares visitor plans supports in the preparation of presentations, and all printing materials needed for internal and external events supports in organization of events, seminars, workshops and handles all related logistics and financial processes according to GIZ rules and regulations   5.     IT security and data protection assures that all PCs are protected by confidential passwords in coordination with the IT consultant assures that all PCs are protected by permanent and regularly updated automatic virus software in coordination with the IT and assists in regular data backup by storing in GIZ filing system keeps an updated IT Documentation list as per GIZ rules and regulation and GIZ IT Guidelines.   Description of the program: The European Union and Germany have set up a flexible Peace Process Support Initiative for Syria (SPPSI) in order to contribute to peace-building efforts in Syria, in particular based on the implementation of United Nations Security Council Resolution 2254. The Initiative aims to enhance the perspectives for dialogue and decrease violence, particularly through supporting civil society organisations. The project is managed by GIZ in close consultation with the European Commission, the European External Action Service (EEAS) and the German Ministry of Foreign Affairs (MoFA). GIZ will identify suitable activities in response to the rapidly changing needs in a highly political context. The project is implemented by a small, Beirut-based team that will manage overall project activities.