عمون - تعلن Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH في عمان - الاردن عن حاجتها الى :
Administration Officer
The “Trade for Employment Project” in Jordan is seeking a “Administration Officer – procurement/contracts, Inventory, and event management” - on a full time base employment.
Interested candidates are kindly requested to an application/motivation letter in English language and CVs – application/motivation letters are Mandatory
Required qualifications, competences and experience
Qualifications
BA in business administration, recognized commercial diploma in business administration or related fields
Professional experience
Minimum 5 years’ professional experience in a comparable position
Other knowledge, additional competencies
Sufficient knowledge in procurement and tendering issues
Excellent communication and cooperation skills
Team player/ability to cooperate with others
Dedication/commitment, reliable
Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
Language skills: Fluent spoken and written skills in English, Arabic, German Language is a plus
Responsibilities -
The position holder is responsible for:
Purchasing, procuring materials and equipment up to 2500 Euro in accordance with GIZ rules and conditions
Monitoring the status of procurement and related customs matters, particularly in the event of delays
Handling and keeping inventory of material and goods according to GIZ rules and regulations and IC handbook
Preparing contracts with local individuals as well as consulting firms up to 2500 Euro in accordance with GIZ rules and conditions
Being responsible for event, travel and vehicle management
In this context, the position holder fulfills the following tasks:
Tasks -
Purchasing, procurement of goods/material up to certain value limit
Procures materials and equipment locally, monitor markets, issues invitations to tender and issues purchase orders in accordance with GIZ regulations
Accepts goods and ensures that the receipt is documented and goods received checked appropriately
arranges for the safe transfer of goods to their destination
Documents and files properly completed orders
Prepares procurement files for internal and external audits according to GIZ rules and regulation
Keeps contract lists always updated
Prepares annual Sales Tax lists and submit them to GIZ Office in time.
Preparation of all sorts of local contracts (individuals/appraisers, consulting firms, local subsidies, construction, etc…) up to certain value limit
Prepares local contracts up to a certain limit in accordance with GIZ regulations
Documents and files properly completed contract files
Prepares procurement files for internal and external audits according to GIZ rules and regulation
Keeps contract lists always updated
Keeping Inventory according to GIZ rules and regulations and using giz electronic system
Handling and keeping inventory of material and goods according to GIZ rules and regulations
Maintains and monitors inventory lists up to date using the GIZ related systems
Ensures the proper labeling material and equipment
Preparation and handling the handover of equipment/material to the partner organizations according to GIZ rules and regulations
Prepares related lists and keeping full paper files as per GIZ rules and regulations.
Event Management
Procurement and management of services related to events
Organising and coordinating logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events
Prepares visitor plans, registration and guidance to participants
Supports in the preparation of presentations, and all printing materials needed for internal and external events, including printing, delivery and distribution
Travel and vehicle management
Arranges programs for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.
Coordinates driver and vehicle schedules
Tickets reservation for all project seconded staff, project national personnel, and counterparts
Processes applications, visas, travel expense claims and other necessary permits required for travelling abroad of GIZ staff and counterparts
Quality and completeness check of travel expenses settlement sheets for all GIZ Staff and Counterparts in close coordination with the GIZ Office
Monitors car log books and assure quality as per GIZ regulations
Assures maintenance is done regularly
Other duties/additional tasks
The position holder
Regularly checks the changes in GIZ Orientation and Regulations Tool (O+R) in relation to field of work
Immediately reports all problems involving procurement and inventory matters to direct superior
Performs other duties and tasks at the request of her direct superior
The position holder ensures proper maintenance of office equipment, office space and cleaning
GIZ is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate's qualification, experience, as well as the scope of responsibility of the job announced and in line with local standards.
Please be advised that GIZ will respond back only to the candidates that are shortlisted and interviewed in person.
GIZ is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate's qualification, experience, as well as the scope of responsibility of the job announced and in line with local standards.