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 Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH
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Administration Officer – procurement/contracts, Inventory, and event management

Job Description and Requirements

The Employment-oriented MSME-Promotion Project” in Jordan is seeking an Administration Officer – procurement/contracts, Inventory, and event management” - on full-time base employment.

Interested candidates are kindly requested to an application/motivation letter in English language and CVs – application/motivation letters are Mandatory

A. Required qualifications, competences and experience

Formal Qualifications

  • BA in business administration, recognised commercial diploma in business administration or related fields

Professional experience

  • At least 5 years’ professional experience in a comparable position

Other knowledge, additional competences

  • 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

B. Responsibilities

As part of the administration and finance team of the employment cluster 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 hand book
  • 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 fulfils the following tasks:

C. Tasks

1. 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.

2. Preparation of various 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

3. 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 labelling material and equipment
  • preparation and handling the handover of equipment/material to the partner organisations according to GIZ rules and regulations
  • Prepares related lists and keeping full paper files as per GIZ rules and regulations.

4. 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

5. 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

6. Other duties/additional tasks

The position holder

  • regularly checks the changes in GIZ Processes and Regulations Tool (PuR) in relation to field of work
  • Immediately reports all problems involving procurement and inventory matters to direct superior
  • Deputizes for administration and finance team members of the employment cluster as required
  • Contributes to exchange, cooperation and learning among administration and finance team of the employment cluster
  • 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.