Administrative Assistant – Procurement and Logistics needed at GIZ Nigeria
Job title : Administrative Assistant – Procurement and Logistics
Job Location : Abuja
Deadline : May 09, 2024
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The Project
- GIZ Country offices are the central element of GIZ’s field structure.
- They ensure consistent overall representation of the company and its successful positioning as a service provider in the international cooperation market.
- They are headed by a country director. The country directors represent GIZ as a whole in the country or countries they service.
- The country director is responsible for shaping the GIZ country portfolio and assuring its quality, and in particular ensures that GIZ activities in all business sectors are coherent.
- The country directors generally have management responsibility for the officers responsible for commissions in the public-benefit TC measures in their area. The GIZ Offices provide human resources and commercial support services for programmes and projects in their areas.
- These services must be contracted as set out individually in the respective processes and rules sections.
- Furthermore, the GIZ Offices perform internal audits of the project administrations in the public-benefit sector, and by agreement for International Services projects and offices too.
Responsibilities
The Administrative assistant (procurement and logistics) is responsible for:
- Ensuring that tasks are carried out smoothly within the assigned area of responsibility.
- Organising and coordinating all work stages
- Performing all daily duties in the assigned area of responsibility
- Liaising with customers in a service-oriented manner on behalf of the country office
- Maintaining a helpful attitude to customers, ensuring that the office creates a professional impression.
- Communicating efficiently with offices with which regular contact is maintained.
- Coordinating effectively with colleagues in the administration division and with the procurement officers at Head Office.
Tasks:
The Administrative assistant (procurement and logistics) performs the following tasks:
Administrative Activities:
- The Administrative assistant (Procurement and logistics)
- Opening and recording the relevant bids that GIZ received in compliance with the rules, regulations, and requirements for the procurement process that GIZ has established.
- Monitors the common portal – Every new request submitted via the common portal is monitored and printed every day.
- Organize and update unit correspondence daily.
- Maintain a record or list of the files prior to sending the completed contract and procurement files to the finance and control unit.
- Supporting the filling up of procurement officers according to the GIZ filing system and maintaining the confidentiality of information,
- Make sure the electronic copies of the purchase orders and contracts are accessible via the DMS link and do regular follow-ups.
- Performing other duties and tasks as may be directed.
Coordinating Tasks:
The Administrative assistant (Procurement and logistics):
- Supports the procurement travel and logistics in the GIZ Country Office.
- Ensures that procurement logistics procedures are executed efficiently and that colleagues are kept up to date on the status of their requests.
Other Duties / Additional Tasks:
The Administrative assistant (Procurement and logistics):
- Collaborates with the accounts team in invoice analysis and ensures proper preparation and execution of payment orders.
- Performs other duties and tasks at the request of management.
Required Qualifications, Competences and Experience Qualifications
- BSc in Business Administration, Finance, Accounting, Economics or related fields.
Professional experience:
- At least 1 year experience in a comparable position.
Desired additional qualifications, competencies, and experiences:
- Confidential handling of information
- English language proficiency (written and oral)
- Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
- Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
- Good organisational skills
- A good team player who is willing to take on responsibility.
- Innovative and possessing a positive attitude to change.
How to Apply for this Offer
Interested and qualified candidates should send their CV and Letter of Motivation as one document with complete contact details to: recruitment-nigeria@giz.de using the Job Title as the subject of the email.
Note
- Please include vacancy no. 038 and 039 respectively in mail subject
- GIZ is an equal opportunities employer committed to diversity. All qualified candidates, regardless of disability, age, sex, ethnicity, race, and religion are encouraged to apply.
- Only shortlisted candidates will be contacted.
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