Procurement and Service Contract Manager - GIZ

Vacancy Announcement – Procurement and Service Contract Manager

 

As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objectives in international cooperation for sustainable development. GIZ has been operating in Timor-Leste since 1999 and has implemented numerous projects in a range of technical fields such as economic development, employment promotion, peace building or civil conflict transformation. It also supports the development of the Timorese maritime sector. Therein, GIZ works closely with Timorese governmental and non-governmental partners.

 

GIZ is looking for a Procurement and Service Contract Manager in the Youth Promotion for Social Cohesion-Youth for Change project. The overall goal of the project is to strengthen the capacities of actors working in the field of youth promotion and to enhance the capacities of young women and men to engage in civic initiatives and to prevent violence, especially violence against women and girls in four (4) Municipalities in Timor Leste: Baucau, Viqueque, Lautem and Dili.

 

Position:                          Procurement and Service Contract Manager

Duty Station:                   Dili                     

Contract duration:         12 months

Start date:                       August 2021

 

1. Responsibilities

The Procurement and Service Contract Manager is responsible for:

• Management of Service contracts
• Procurement of goods for the project

 

2. Tasks
1. Service Contract Management

1.1 Organization of all contract issues in accordance with GIZ standards

• works in close coordination with GIZ Office in Jakarta on the mode of service delivery, particular with the contract section
• ensures that information is exchanged between project staff, partners and other institutions
• accompanies the project/programme manager or other team members to meetings if necessary
• supports the tendering process according to requirements
• assists in the search for suitable appraisers or consultancies in accordance with the requirements for the job advertisements and ensures publication in appropriate media
• evaluates proposals and applications received and shortlists candidates on the basis of the requirements or selection criteria and conducts preliminary discussions
• advises managers or drawing up contract requirements and formulates appropriate contract terms

 

1.2 Contract processing, implementation, monitoring and quality assurance:

• carries out contract processes in accordance with guidelines
• is responsible for filing documents in reference files in line with GIZ’s filing rules
• determines the appropriate contract based on GIZ rules and national law
• draws up the appraisers or consultancy contracts on the basis of the standard GIZ contract, selection conditions and the contents of the advertisement
• assists in drawing up other contracts upon request
• deals with all other organisational and administrative stages in processing

maintains information on contract conditions and updates this and informs managers

 

1.3 Administrative Services

• supports the Project Managers in the financial supervision of the payments for the consultant/appraiser contracts
• helps to prepare the budget for a single contract during contract preparation phase
• checks invoices for contract payments for correctness before releasing the payments
• keeps track on contracts and relevant payments by keeping an updated list
• informs monthly on the financial situation of the contract of all projects
• informs immediately about any irregularity or potential problems
• ensures that all the contract payments are done smoothly
• assists in audits upon request.

 

2. Procurement Management

1. Purchasing, procurement

• procures goods and services according to GIZ rules and regulations in a timely and cost-efficient way.
• supports the establishment of framework contracts with suppliers

• processes orders in accordance with GIZ regulations
• enters and maintains data relevant for procurement and tenders in ProSoft
• accepts goods and ensures that the receipt is documented, and goods received checked appropriately
• processes complaints
• checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction arranges for the safe transfer of goods to their destination
• notifies projects and programmes of delivery location and time processes cases of damage in transport documents and files properly completed orders

 

3. Other Duties/Additional Tasks

• carries out other office activities and other tasks, as assigned by the Project Coordinator
• undertakes further job training related to his/her position and duties such as secretarial, computer, office, and language skills, if required. Special training programs shall be identified and selected jointly with the Administration and Finance Coordinator.

 

4. Required qualifications, competencies and experiences

 

Qualifications

• university degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)

Professional experience

• at least 3 years’ professional experience in a comparable position

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 knowledge of English and good knowledge of at least one other language widely spoken in Timor-Leste.
• in depth understanding of contract procedures
• broad experience of management and administration
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management 

 

Interested applicants should send an up-to-date Curriculum Vitae and a motivation letter that reflects an assessment of the personal suitability for the vacancy and of the personal interest in the job to adelia.alves@giz.de or GIZ Coordination Office, Palm Business & Trade Centre, 3^rd floor, Surik Mas, Fatumeta (Hudi Laran), Dili, Timor-Leste.  

 

Applications from qualified women are encouraged. The communication should be headed by “Name_ Procurement and Service Contract Manager” and be sent by Wednesday, 30 June 2021 at the latest. Only short-listed candidates will be contacted. Interviews will be held in English.