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Duties and responsibilities:
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Responsibilities
The position holder is responsible for:
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independent implementation of goals and requirements set by the line manager
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in consultation with line manager, assume duties related to the project’s planning, steering, monitoring and reporting
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help shape the project strategy, in particular with regard to changes or reorientation, and ensure knowledge management is adequate
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apply technical knowledge to solve problems in everyday operations
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be responsible to make decisions which have a short-term effect within a limited project area/ unit
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assist supervisor to identify day to day problems and suggest appropriate solution
In this context, the position holder fulfils the following tasks:
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Tasks
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Core scope of tasks
Procurement of Services
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act as focal person for all procurement of services related matters of the Project
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procures services locally, monitors markets, issues invitations to tender or quotation procedures and processes contracts in accordance with GIZ rules and regulations
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collects technical and financial offers as well as CVs from consultants / consulting firms to undertake bidding procedure
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facilitates offers opening protocol, offers evaluation and selects the service provider as per GIZ rules and regulations
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analyse and get a good understanding to the requirement of the users
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facilitating negotiation of the costs, verifying quality, inspecting delivery, etc.
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enters and maintains data relevant to procurement of services and its evaluation
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update the database on consultants and consulting firms and always look for alternative service providers and cost effectiveness
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advice and assist the Project for contracts with values below Euro 2,500
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processing of required documentation for bidding, EOI
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conducting the appropriate procurement of services or bidding process in collaboration with Country Office for values above Euro 2,500
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check every service provider record in EU blacklist (manually) and attach the result with each order placed
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ensure the four-eye principal in processing the procurement orders / contracts
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ensures that the receipt is documented
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processes complaints
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checks services invoices, inwards receipts and other (delivery) papers and payment instruction
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notifies concerned team members of progress
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identifies process related problems, issues and assist in formulating implementation-oriented solutions
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contribute in developing functional processes and documents in close coordination with line manager
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file the document with complete transaction including invoices, technical and financial offers, contracts and requisition
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mobilize the payment process and support the finance team in finalization of all invoices
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update the contract evaluation record
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assists the line manger to prepare the necessary documents and coordinate with the Coordination Office for regional and International appraisals/firm contracts whenever necessary
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Core scope of tasks
The position holder
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prepare and impart training to internal staff and PNGO staff in procurement of services
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supporting in maintaining database of service providers within the Project
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assisting Office Manager in provision of venues and food service providers for trainings and events
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prepare internal memos, instructions regarding latest development in procurement of services
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maintain proper documents and files as well as documentation for processed contracts
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assist in preparing annual reports concerning procurement of services-as needed
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assist users for setting up the specification
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maintaining an overall good flow of communication between the project and Coordination Office
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photocopy and scan documents as needed
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label files in accordance with GIZ filing rules
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Communication and Reporting
The position holder
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keep abreast knowledge of the procurement and services rules and regulations (PuR) and Country specific rules and communicate the same with concerned project staffs
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keeping project staff informed about all internal GIZ updates of policies, guidelines pertaining to the procurement of services
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liaison between project staff and the vendor
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ensure smooth communication with project staff and Coordination Office as and when needed
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ensure managing proper knowledge sharing sessions within the project team members
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liaison with Project team members on time about the status of procurement of services particularly in the event of delays
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Knowledge management and Information Sharing
The position holder
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ensuring proper documentation of procurement of services as per GIZ regiantion in Hard folder as well as in DMS
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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
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Other duties/addition task
The position holder
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contributes to other Project activities and any other tasks as required
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