Finance, Procurement and Administrative Specialist – GIZ- Internal/External Vacancy Announcement in Djibouti
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Finance, Procurement and Administrative Specialist
GIZ- Internal/External Vacancy Announcement #055/2023
GIZ Country Office ET for Cluster Office Djibouti
Working efficiently, effectively and in a spirit of partnership, we support people and societies in developing, transition and industrialized countries in shaping their own futures and improving living conditions. This is what the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) is all about. As a federally owned enterprise, we support the German Government in achieving its objectives in the field of international cooperation for sustainable development. We are also engaged in international education work around the globe.
In order to support the GIZ Office Ethiopia and Djibouti in Djibouti as well as its projects operating at IGAD and Djibouti with its operations, we are looking to fill a full-time position in the field of Finance, Contract and Procurement.
Please note that the job title will be changed to “Financial Management and Administration Specialist” during the recruitment process.
Contract Duration: 30/04/2024
Application Deadline: 25/03/2023
Required Candidates: 1
Place of Work: Djibouti
Responsibilities and Duties
A. Responsibilities
Office coordination with GIZ Office Ethiopia,
- Smooth functioning of all financial administration processes for the Cluster Office in Djibouti. Meet all administrative and financial requirements of Cluster Office in Djibouti independently with minimum input and supervision.
- Regularly draw up a list of forthcoming meetings and events and forward it to GIZ Office Ethiopia
Administration and knowledge management
- Responsible for administrative - arrangements as an extended arm of the GIZ Office Ethiopia in support of GIZ operations at IGAD and in Djibouti
- Support the filing system management as per GIZ standards and systems (DMS) when needed.
- Coordinate with the GIZ Office Ethiopia on the mode of service delivery.
- Book hotels and ticketing in liaison with project admin and finance staff reservations.
Finances and Accounting
- Responsible for the cash payments in Djibouti for the Cluster Office Djibouti including preparing, paying and inserting all invoices in cashbook software.
- Keep GIZ Cluster Office Djibouti office cash book, cash payments for other projects which have no admins/cash box, in charge of cash withdrawals.
- Prepare project vouchers related to Cluster Office in Djibouti according to GIZ rules and regulation.
- Responsible for monthly Cluster Office Djibouti related bookings using Winpaccs
- Follow up on the recommendations of internal control reports (Checklist A and C) and the monthly error sheets produced by the GIZ Office Ethiopia
- Quality check of fund release requests by partner for financing agreement prior to submission to HQ
- Maintain the inventory list of assets via onsite asset for locally procured assets. Maintain office equipment. Travel advances and claims for international trips will be processed according to GIZ standards. Review the classification of all vouchers/receipts and correct them if required according to the project Internal control reports and error sheets.
Procurement of Goods and Services:
- Support the Cluster Office Djibouti in procurement of goods as per the GIZ rules and regulations (currently above EUR 5.000)
- Support the Cluster Office in Djibouti in procurement of services including local Consultants contracts as per GIZ Rules and Regulations (currently above EUR 8.000)
- Drawing up contracts.
- Advising projects/programs on contract related matters.
- Processing tenders from its publication, evaluation till awarding as per GIZ Rules and Regulations
- Following up on contracts on Cosoft till closure.
- Follows up on contracts with the project/programs .Following up on partial and final payment vouchers for contracts emerged from contract unit and recording and maintaining them in the respective files.
- Scanning and maintaining main contracts and related correspondences in the shared file and upload them in the DMS for contracts above the current ceilings.
- Scanning and availing contracts in the shared folders for Finance unit for contracts above the current ceilings
- Carries out and is responsible for local procurement of materials and equipment for procurement above the current ceilings.
- Keeping experts and/or programs/projects informed of the status of the purchasing process through Procurement and Services Status Notification System daily for contracts and procurement above the current ceilings .
- Negotiates prices, places orders, inspects deliveries including quotation procedures for contracts and procurement above the current ceilings.
- Keeps database on suppliers and conducts regular search for alternatives
- Receives and checks delivered materials for procurement above the current ceilings.
- Advises suppliers of defective goods delivered and arranges necessary follow ups for procurement above the current ceilings.
- Arranges and co-ordinates the safe transhipment of deliveries to the requesting project for procurement above the current ceilings.
- Maintain SAP-Prosoft and Cosoft entries (including Obligo reduction)
Others:
Qualifications
Professional experience
- Minimum of 5 years of relevant occupational experience. GIZ work experience in admin and finance is an distinct advantage.
Other knowledge, additional competencies
- Fluency in French and English (speaking, writing and reading), as well as in one of the other local Djiboutian language is required
- Very good working knowledge of IT technologies (related software, email, the internet) and computer applications (e.g. MS Office)
- Creative, innovative, energetic, communication and public relations skills
- Fast Learner and ability to work under pressure.
- Flexibility, organizational and coordination skills
- Ability and willingness to work as part of a team Openness to travel in IGAD region
Application procedure:
Interested and qualified candidates shall submit their motivation letter along with their recent CV via Email: hreth@giz.de.Note: -
Please make sure you mention the Vacancy Number ‘Finance, Procurement and Administrative Specialist – Djibouti #055/2023’ in the subject line of your email application. Due to large number of applications, we categorise applications with the vacancy numbers.
Please note that the job title will be changed to “Financial Management and Administration Specialist” during the recruitment process.
Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.
Only short-listed candidates will be contacted
We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.
Applications from qualified women are encouraged.