Contracts and Logistics Specialist

CAREER OPPORTUNITY

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the implementing agency of the Federal Republic of Germany for technical and international cooperation. It offers flexible, sustainable and effective solutions in political, economic and social change processes. Most of the work of GIZ is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ also operates on behalf of other German ministries as well as public and private bodies in Germany and abroad. These include the European Commission, the United Nations, the World Bank and governments of other countries.

The Agriculture and Food Security Cluster is comprised of four projects, which are part of the global initiative One World – No Hunger (SEWOH): Green Innovation Centres for the Agriculture and Food Sector (GIC), Food and Nutrition Security and Enhanced Resilience (FANSER), Promotion of Agricultural Finance for Agri-based Enterprises in Rural Areas (AgFin) and Fish for Food Security (F4F). Zambia is one of many African countries in which SEWOH is being implemented. SEWOH is a BMZ special initiative addressing the two challenges hunger and malnutrition. The key objectives are to increase income, employment and eradicate hunger and malnutrition by creating access to sufficient, affordable and healthy food and to create a framework to ensure that future generations will also have sufficient, affordable and nutritious food in spite of the rapidly expanding world population. In Zambia specifically, the Agriculture and Food Security Cluster is working on increasing regional food supplies and promoting access to and better use of financial services in the project’s rural target areas in Eastern, Southern and Luapula Provinces. Two bilateral projects in the same sector and with similar target groups and objectives are also part of the Cluster.

In order to meet the Cluster’s administrative needs, GIZ is seeking a suitable candidate for the following position to manage contract tender procedures and logistics:

Contracts and Logistics Specialist (based in Lusaka)

REF: GIZ_AGR_PROC_LSK

Main tasks and responsibilities:

• Contracting (for contracts established in Zambia and in collaboration with GIZ offices in other countries)
• Event management
• Ensuring that financial and administrative regulations are complied with
• Carrying out other administrative tasks

Contracting

• Processing local contracts and tender processes for the AgriFood Lusaka Office within the agreed limits in line with GIZ processes and rules (P+R)
• Preparing, quality checking and following up on local contracts that are processed at GIZ Country Office
• Monitoring of all contracts in the AgriFood Cluster, i.e. following up on and checking of invoices, monitoring of contract duration and deadlines
• Ensuring compliance with GIZ and Zambian regulations and processes for contracts at the field offices and providing backstopping on this to the Admin team of the Cluster
• Documenting and filing contracts properly and in line with GIZ P+R

Event Management

• Preparing and organising meetings, events, workshops and seminars in Lusaka
• Preparing, quality checking and following up on events that are processed at the GIZ Country Office
• Ensuring compliance with GIZ and Zambian regulations and processes for events at the field offices’ locations and providing backstopping on this to the Admin team of the Cluster
• Ensuring usage of the sustainable events checklist
• Ensuring documentation and filing for events in line with GIZ P+R

Other Duties/Additional Tasks

• Preparing and following up on internal control findings and receivables that are related to his/her tasks
• Maintaining good communication and coordination with the GIZ Country Office, partner organisations and other GIZ programmes on all issues related to his/her areas of responsibility
• Ensuring that computers and software at the Lusaka Office function properly in collaboration with the IT Officer
• Performing other administrative tasks in line with the needs of the Cluster and possible upcoming changes of responsibilities or job rotation within the team
• Substituting for colleagues in the Cluster, e.g. the procurement and logistics manager/ coordinator
• Maintaining confidentiality of information

Qualifications and requirements:

• Minimum of a bachelor’s degree (or its equivalent) in Business Administration, Purchasing and Supply, Procurement and Logistics or similar field; a master’s degree is an added advantage
• Must be a full member of the Zambia Institute of Purchasing and Supply (ZIPS) with a valid practicing licence
• Membership of the Chartered Institute of Procurement and Supply (CIPS) is an asset

Professional experience:

• At least 5-8 years’ professional experience in a similar position,
• At least 2 years of proven experience with tender procedures & contracting
• At least 2 years of proven experience with logistics and/or event management
• Broad experience in administration and procurement; experience in accounting is an added advantage
• Previous experience of working at GIZ or another international organisation is an added advantage

Other knowledge, additional competences:

• Fluency in English, both written and oral
• Good knowledge of administration, contract processes and event management
• Good working knowledge of ICT technology (related software, telephone, fax, email, the Internet)
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, etc.)
• Strong communication and interpersonal skills with the ability to work in a multicultural nd multidisciplinary team
• Strong organisational skills; must be proactive and be able to manage and prioritise workload
• Must be willing to travel within Zambia

The successful candidate will be expected to start full-time employment with GIZ, on a fixed term contract, as soon as possible. Interested candidates must send their CVs and cover letters electronically, quoting GIZ_AGR_PROC_LSK in the subject line to: [email protected] by 12:00 noon on Tuesday, 1st December 2020. GIZ will only assess applications which meet the following criteria:

• Cover letters must be sent in MS Word format, with using font type Arial, size 11. In the first paragraph, please outline your motivation for applying for the position and explain in the second paragraph your experience with tender and contracting procedures as well as logistics/event management.
• CVs must not exceed three (3) pages and must be submitted in PDF.
• Certificates, qualifications, etc. must not be attached to the application.
• Traceable references of previous engagements must be provided.

Please note that only applicants selected for interview will be contacted. GIZ is committed to be an equal opportunities employer, therefore, women and people with disabilities are strongly encouraged to apply.