Administrative Officer – Contract and Procurement at GIZ


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VA No. 072
Job Title: Administrative Officer – Contract and Procurement
Min. qualification: BA in Accounting, Business Administration or Economics
Organization: GIZ Nigeria, Strengthening Capacities for Peace Building and Conflict Resolution in Nigeria’s Middle Belt (PEACECORE)
Place: Abuja, FCT
Salary: According to GIZ Nigeria Salary scale for Band 4
Closing Date of advert 06.12.2020

Background:

GIZ. Solutions that work.
We provide services worldwide in the field of international cooperation for
sustainable development. GIZ has over 50 years of experience in a wide
variety of areas, including economic development and employment,
energy and the environment, and peace and security. The diverse
expertise of our federal enterprise is in demand around the globe, with the
German Government, European Union institutions, the United Nations
and governments of other countries all benefiting from our services. The
German Federal Ministry for Economic Cooperation and Development
(BMZ) is our main commissioning party, but we also work with the private
sector, fostering successful interaction between development policy and
foreign trade.
All these commissioning parties place their trust in GIZ by working
together with us to generate ideas for political, social and economic
change, develop these into concrete plans and implement the envisaged
change processes. Since we are a public-benefit federal enterprise,
German and European values are central to our work. This makes us a
reliable service provider that people can trust. Together with our partners,
we work to deliver flexible and effective solutions that offer people better
prospects and sustainably improve their living conditions.
The registered offices of GIZ are in Bonn and Eschborn. In 2019, we
generated a business volume of around EUR 3.1 billion. Our 22,199
employees, almost 70 per cent of whom are national staff, work in around
120 countries. As a recognised development service provider, we
currently have 556 development workers in action in partner countries.
Furthermore, in 2019, the Centre for International Migration and
Development (CIM), which is run jointly by GIZ and the German Federal
Employment Agency, placed 262 integrated experts and 515 returning

experts with local employers in our partner countries, or provided them
with financial support, advice or other services.*
*Personnel and business figures as at 31 December 2019

Programme:

The transitional development assistance (TDA) project financed by the
German Federal Ministry for Economic Cooperation and Development
(BMZ) “Strengthening capacities for conflict resolution between
farmers and pastoralists in Central Nigeria” aims to establish the
conditions for a de-escalation of the violent conflicts in Plateau State
in Central Nigeria” (Plateau State).
Violent conflicts over access to land between (semi-)nomadic herders
and sedentary agrarian communities have escalated in recent years,
threatening the country’s security and stability. The project focuses on
the de-escalation and prevention of a further violent escalation of the
conflict. To this end, strategies and plans for fair access to land will be
developed, conflict resolution mechanisms established, and the
productivity of agricultural land use increased. The project has a
duration of 4 years (until 09/2023).
The project focuses on three components that are being developed
and implemented together with local and international partners:

  1. Enhancement of capacities of state and civil society actors in
    Plateau State to de-escalate resource conflicts between farmers
    and pastoralists.
  2. Create an environment where farmers and pastoralists are in a
    position to resume traditional trade and exchange relationships.
  3. Development of an impact and context monitoring that provides an
    informed and relevant decision-making basis for local decisionmakers and development cooperation projects for contextsensitive planning and implementation of activities.

Responsibilities & tasks:

A. Responsibilities
The Administrative Officer- Contracts and Procurement assures an
effective, fully PuR compliant financial and administrative
implementation, documentation and reporting of PEACECORE
program activities and partnerships.
The Administrative Officer- Contracts and Procurement is responsible to:
▪ Proactively contribute to the administrative team’s collective
responsibility to provide timely, fully compliant and effective
administrative services to the PEACECORE technical team with
regards to the project’s

  • procurement processes
  • payments and receivables
  • contracting processes of grant agreements,

consultancies and local subsidies

  • financial processing, reporting, documentation and
    controlling
    ▪ Effectively coordinate all administrative procedures and activities
    with the administrative team at GIZ Country Office in Nigeria
    ▪ Establish and maintain smooth and effective, proactive, serviceminded and prompt administrative support services for the
    technical colleagues of the PEACECORE team
    ▪ Provide administrative and logistic support for GIZ team
    colleagues throughout the implementation process of activities, for
    the cooperation with stakeholders and partners and in the
    communication processes with service providers
    ▪ Maintain at all times an audit-proof standard of the project’s
    financial and administrative processes and documentation
    ▪ Keep abreast with changes and updates to PuR, be aware of
    administrative team colleagues’ assigned tasks and be at all time
    prepared to rotate to /replace any of the administrative team’s
    functions
    B. Tasks
    The Administrative Officer – Contracts and Procurement
    ▪ establishes in Jos and Abuja contracts, grant agreements and local
    subsidies with consultants, partners and appraisers based on ToR
    received by the technical project team and in line with GIZ
    processes and regulations for tender / award regulations
    ▪ procures goods and services based on specifications received by
    the project team and in line with GIZ processes and regulations for
    tender / award procedures; amends and completes specifications if
    needed in close cooperation with the technical team colleague;
    advises on specifics for criteria of goods and services; proactively
    pursues a reliable and timely delivery of quality goods / services
    ▪ assists beneficiaries of local subsidies and financing contracts in
    providing bills in due time, assures the conformity of payment
    claims, assures a timely payment and regularly updates payment /
    settlement sheets for every contract; informs grant partners /
    consultants / local subsidy beneficiaries of GIZ processes and
    regulations
    ▪ assures the availability of up-to-date inventory accounting and
    physical inventory for project goods in Abuja and Jos
    ▪ checks the conformity of vouchers, invoices and receipts submitted
    by the project team, appraisers, service providers for completeness,
    prepares them for accounting (signatures for arithmetical, material
    correctness and release) and is responsible for correct payments
    ▪ is responsible for filing and archiving in accordance with GIZ rules
    and project specific filing requests
    ▪ handles PEACECORE staff travel requests, advance payments,
    travel claims, payment of per diem to beneficiaries

weekly reconciliation and control of drivers’ logbooks with
regards to mileage, fuel consumption, correctness of entered data
and signatures
▪ assures a monthly regular cash-control and prepares protocol for
cash reconciliation
▪ prepares required documentation for audits and internal / external
controls; coordinates auditing of grant partners
▪ assures handling of all contracting / procurement procedures in
accordance to the cross-checking-principle
▪ reports all problems related to financial administration and
compliance without delay
performs other duties and tasks at the request of PEACECORE
team members

Required qualifications, competences and experience:

C. Required qualifications, competences and experience
Qualifications
▪ BA in Accounting, Business Administration or Economics
▪ professional qualification such as ACCA or ICAN, or any other
internationally recognized professional accounting certification is
an advantage
Professional experience
▪ at least 3 – 5 years of professional experience in a comparable
position
Other knowledge, additional competences
▪ undisputed integrity and confidentiality
▪ a strong team player willing and capable to take on rotating
administrative responsibilities
▪ high level of numeracy
▪ advanced working knowledge of ICT technologies and accounting
software SAP, WINPACCS, CoSOFT, MS Office, phone, email,
internet and computer applications
▪ willingness to upskill as required for the tasks to be performed
▪ professional communication skills and business fluency in English,
both oral and written
Duty station: Abuja, with frequent travelling to Plateau State

Submission Guideline:

You are kindly requested to submit your CV and letter of motivation as
one document with complete contact details via email to:
recruitment-nigeria@giz.de
(Please include vacancy no. 072 in mail subject)
GIZ Nigeria is an equal opportunity employer; both men and women are
encouraged to apply.
Please note that only shortlisted candidates will be contacted

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