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Administrative Professional- Procurement of Services

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

GIZ assists the German Government in achieving its objectives in the field of international cooperation. GIZ offers demand-driven, tailor-made and effective services for sustainable development worldwide. Our actions are guided by the principles of sustainability. We advocate for human rights, equal opportunities and integrity, and we promote market-oriented, ecological and social economic development.

The GIZ Office in Khartoum is looking for a qualified person to fill the following position:


 No. of Post: 1
 Duty Station: Gedaref
 Closing Date: 03 Dec 2019


On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), GIZ is implementing the project “Food Security and Water Supply for Refugees and Host Communities in Gedaref and Kassala”.

The programme has three areas of intervention and aims at improving the livelihoods of the local population, refugees, and migrants:

  1. Improving Food Security and thereby increasing agricultural yields;
  2. Improving the nutrition security through the production of vegetables;
  3. Improving the supply of drinking water, sanitation and hygiene.

 Duties and responsibilities:

  1. Responsibilities

The position holder is responsible for:

  • independent implementation of goals and requirements set by the line manager
  • in consultation with line manager, assume duties related to the project’s planning, steering, monitoring and reporting
  • help shape the project strategy, in particular with regard to changes or reorientation, and ensure knowledge management is adequate
  • apply technical knowledge to solve problems in everyday operations
  • be responsible to make decisions which have a short-term effect within a limited project area/ unit
  • assist supervisor to identify day to day problems and suggest appropriate solution


In this context, the position holder fulfils the following tasks:


  1. Tasks
  1. Core scope of tasks

Procurement of Services


  • act as focal person for all procurement of services related matters of the Project
  • procures services locally, monitors markets, issues invitations to tender or quotation procedures and processes contracts in accordance with GIZ rules and regulations
  • collects technical and financial offers as well as CVs from consultants / consulting firms to undertake bidding procedure
  • facilitates offers opening protocol, offers evaluation and selects the service provider as per GIZ rules and regulations
  • analyse and get a good understanding to the requirement of the users
  • facilitating negotiation of the costs, verifying quality, inspecting delivery, etc.
  • enters and maintains data relevant to procurement of services and its evaluation
  • update the database on consultants and consulting firms and always look for alternative service providers and cost effectiveness
  • advice and assist the Project for contracts with values below Euro 2,500
  • processing of required documentation for bidding, EOI
  • conducting the appropriate procurement of services or bidding process in collaboration with Country Office for values above Euro 2,500
  • check every service provider record in EU blacklist (manually) and attach the result with each order placed
  • ensure the four-eye principal in processing the procurement orders / contracts
  • ensures that the receipt is documented
  • processes complaints
  • checks services invoices, inwards receipts and other (delivery) papers and payment instruction
  • notifies concerned team members of progress
  • identifies process related problems, issues and assist in formulating implementation-oriented solutions
  • contribute in developing functional processes and documents in close coordination with line manager
  • file the document with complete transaction including invoices, technical and financial offers, contracts and requisition
  • mobilize the payment process and support the finance team in finalization of all invoices
  • update the contract evaluation record
  • assists the line manger  to prepare the necessary documents and coordinate with the Coordination Office for regional and International appraisals/firm contracts whenever necessary



  1. Core scope of tasks

The position holder

  • prepare and impart training to internal staff and PNGO staff in procurement of services
  • supporting in maintaining database of service providers within the Project
  • assisting Office Manager in provision of venues and food service providers for trainings and events
  • prepare internal memos, instructions regarding latest development in procurement of services
  • maintain proper documents and files as well as documentation for processed contracts
  • assist in preparing annual reports concerning procurement of services-as needed
  • assist users for setting up the specification
  • maintaining an overall good flow of communication between the project and Coordination Office
  • photocopy and scan documents as needed
  • label files in accordance with GIZ filing rules



  1. Communication and Reporting

The position holder

  • keep abreast knowledge of the procurement and services rules and regulations (PuR) and Country specific rules and communicate the same with concerned project staffs
  • keeping project staff informed about all internal GIZ updates of policies, guidelines pertaining to the procurement of services
  • liaison between project staff and the vendor
  • ensure smooth communication with project staff and Coordination Office as and when needed
  • ensure managing proper knowledge sharing sessions within the project team members
  • liaison with Project team members on time about the status of procurement of services particularly in the event of delays


  1. Knowledge management and Information Sharing

The position holder

  • ensuring proper documentation of procurement of services as per GIZ regiantion in Hard folder as well as in DMS
  • ensuring that important information, good practices, meeting minutes, reports and decisions from admin and finance meeting/ Coordination Office is shared with the wider project team
  1. Other duties/addition task

The position holder


  • contributes to other Project activities and any other tasks as required


 Minimum Qualification, Skills and Experience Required:


  • Graduation/ Post-graduation


Professional experience

  • minimum 4 years in relevant occupational experience
  • previous job experience in procurement related matters will be an asset
  • Familiarity with development cooperation, bilateral or multilateral organizations and especially with GIZ related procedures will be preferable


Other knowledge, additional competencies

  • ability to work well under pressure and must be a strong team player
  • must have good interpersonal and communication skills
  • fluency in English and good writing skills in both English and Arabic is essential
  • ability to work in an intercultural environment
  • willingness to upskill as required by the tasks to be performed – training measures to be agreed upon with line manager


Closing date: 3rdofDecember 2019

If you do not hear from GIZ until the 30thDecember 2019, your application was not further considered.


Please submit you CV of maximum two pages and a cover letter of maximum one page to                 giz-recruitment-sudan@giz.de; subject line “Administrative Professional- Procurement of Services”.

The application shall not exceed 1MB. Please also desist from sending any further certificates or attachments. References and degrees will be requested if required.

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