The Procurement Professional deals with the following responsibilities independently without the necessity of further guidance.
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Responsibilities
The procurement professional is responsible for
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Identifying relevant problems and issues and assisting in formulating implementation-oriented solutions
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Further developing instruments and assisting in introducing innovation and change
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Managing knowledge by disseminating and documenting know-how, experience and information
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Purchasing materials and equipment in accordance with GIZ rules and conditions
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Purchasing of services (contracts with consultants and consulting firms)
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Informing his supervisor on time about the status of procurement (goods and services) and customs matters as deputy, particularly in the event of delays
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Maintains the inventory
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Coordinating effectively with colleagues in the administration division
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Dealing with all questions arising in this area
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Tasks
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Purchasing, procurement(of goods and services)
The procurement professional
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In accordance with GIZ regulations and possibly in consultation with Head Office, assists with local procurement of materials and equipment, invitations to tender and order processing
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Maintains data relevant for procurement and tenders in ProSoft and CoSoft
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Assists with processing claims for damage to goods
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Documents and files completed order transactions in reference files or in DMS in line with GIZs filing rules
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Procurement of materials and equipment locally, monitoring markets, issuing invitations to tender and processing orders in accordance with GIZ regulations
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Checking goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
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Arranging for the safe transfer of goods to their destination
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Notifying projects and programmes of delivery location and time
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Processing cases of damage in transport
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Documenting and filing properly complete orders
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Maintaining inventory and crosschecking stock inventory every two months
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Maintaining of a data base of relevant companies related to procurement
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Onsite visits to relevant companies related to procurement for assessment of the companies
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Processing procurement contracts in accordance with GIZ regulations
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Entering and maintaining data relevant for service contracts
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Maintaining an updated local honorarium fee for consultants
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Documenting and filing properly completed contracts
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Notifying projects and programmes on the status of the contracts
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Administrative services
The procurement professional
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informs GIZ staff in the country in question about customs issues relating to private goods and registration and insurance of private cars
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informs and assists GIZ staff as regards outward journeys as part of the GIZ office’s service package
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General tasks
The procurement professional
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uses external service providers to complete customs declarations procedures and vehicle registrations and supervises them
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organises distribution of office funds and other office supplies
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Customs declarations as deputy
The procurement professional
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prepares and submits all necessary papers for duty-free import of goods
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monitors and controls deliveries by ship
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monitors release of goods and further processing
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organises and coordinates the collection of goods
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enters information in the customs declaration database, prepares statistics if needed
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Vehicle registration as deputy
The procurement professional
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organises initial registration, tax and insurance for project vehicles
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forwards registration and insurance papers to the responsible project/programme staff
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documents completed registrations and monitors the status of vehicle registration (official and private vehicles)
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notifies responsible project or programme staff of the need for initial registration and insurance, and assists them in gathering the documents required, if necessary
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processes accident insurance claims against local and German insurance companies in cooperation with Head Office
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Other duties/additional tasks
The procurement professional
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performs other duties and tasks at the request of management