Head of Procurement & Contract

Job Description

Overview:

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH – Implements Projects and Programmes based on a bi-lateral agreement between the Governments of Germany and Sierra Leone. The Freetown office provides administrative and logistical support to these measures.

As a provider of international cooperation services for sustainable development and international education work, we are dedicated to building a future worth living around the world.  GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. GIZ has been working in Sierra Leone since 1963 with now more than 100 national and international personnel working in projects implemented together with our Sierra Leonean partners funded by the German Government, the EU, and others.

We are advertising the position of “Head of Procurement & Contract Specialist”.

This is a management classification responsible for planning, organizing, and managing the staff, operations, and activities of the Procurement and Contracts Unit. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision, making responsibilities, which include division budget administration, program evaluation, and recommendation and implementation of policies, procedures, goals, objectives, priorities, and standards. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

A. Responsibilities:

The Head of Procurement and Contract Specialist is responsible for  

• Plans, manages, and oversees the daily functions, operations, and activities of the Procurement and Contracts unit, ensuring comprehensive procurement, contracts, and operations.
• Participates in the development and implementation of goals, objectives, policies, and priorities for the division; continuously monitors the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative, and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement. 
• Participates in the development, administration, and oversight of unit budget; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding. 
• Participates in the selection of, trains, motivates, and evaluates assigned personnel; works with employees to correct deficiencies; recommends and implements discipline and termination procedures. 
•  Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with GIZ standard rules and procedures.
• Manage the entire procurement and supply chain process from sourcing, and evaluation, timely delivery.
• Informing colleagues in the project and the project / programme Managers/senior finance manager on time about the status of procurement and logistics matters, particularly in the event of delays. 
• Coordinating effectively with colleagues in the administrative division in other projects and at country office. 
• Provide periodic reports on Procurement & Contract to the Director of finance and Administration.

The procurement professional performs the following tasks: 

B. Tasks 1. Procurement and Contract :

• Plan, organize, oversee, and manage the staff and operations of the Procurement and Contracts Division. 
• Develop and implement goals, objectives, practices, policies, procedures, and work standards.  
• Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner. 
• Provide administrative, management, and professional leadership for the division.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
•  Effectively negotiate contracts, agreements, and/or pricing for services, supplies, and equipment. 
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.  
• Research, analyse, and evaluate new service delivery methods, procedures, and techniques.
• Analyse, interpret, summarize, and present technical information and data in an effective manner. 
• Effectively represent the unit in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals. 
• Direct the establishment and maintenance of a variety of filing, record-keeping, and tracking systems. 
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. 
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. 
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.  
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work Files documents with the completed transactions according to GIZ regulations.
• Monitors the entire clearing process of goods and conduct follow –up.

Tasks 2. Contracts

• Ensure the preparation of the contracts: appraisers, consulting firms and Service Providers, Local Subsidies and Financing Contracts. Carries out award procedures according GIZ-procedures.
• Follow up of contract execution and payments.
• Establish and adjusts from time to time the Consultancy Honorarium Schedule.
• Ensure and coordinates the preparation of lease agreements, security contract and other legally binding documents are done.
• Keeps Contract files updated in accordance with GIZ rules.
• Preparing the handing over of assets to partners and maintaining proper documentation.

3. General tasks :

The Head of Procurement and Contract 

• Ensure relevant data for contracts and tender are Maintain.
• Processes complaints if necessary.
• Provides recommendations according to GIZ-procedures and negotiate directly with consultants.
• Advising and guiding projects on the GIZ-guidelines regarding aspects of contracting.
• Serves as a point of contact for customers on contractual matters.
• Monitor and ensure contract file completeness.
• Monitor and ensure contract close out, extension or renewal is timely done.

4. Other duties/additional tasks

The procurement and contract specialist

• Performs other duties and tasks at the request of management

5. Supervision Received and Exercised 

Receives general direction from the Head of Finance and Administration. Exercises direct supervision over supervisory, professional, technical, and administrative support staff.

1. Required qualifications, competences, and experience Qualifications.

• BA/BSc in business administration, Procurement and Contract or master’s degree in a related field preferred
• French, also in reading and writing level C2, is must.
• Proven experience working as a procurement and contract specialist in the same area
• A diploma in a related field is required, as well as sufficient work experience.
• Additional certification in the field of procurement and contract is desired
• familiarity with procurement software such as may be used at GIZ, GIZ intranet and basic understanding of specific GIZ hard & software (Windows 10 & 11, MS Office, SAP, PROSOFT, COSOFT etc.)

Professional experience 

• At least 7 years’ professional experience in a comparable position 

Other knowledge, additional competences 

• Proven track record of managing procurement and contract of substantial amounts
• Proven track record of procurement and contract
• Team player that can coordinate with other staff members.
• Strong pro-active self-starter who likes to fix issues
• Committed to deadlines and goal-oriented person.
• Committed to stringent procurement and contract rules by GIZ
• Committed to stringent anti-corruption procurement rules

Mode of Application:

Suitable candidates are invited to apply not later than 10.05.2024 with this ref:  Head of Procurement and Contract Specialist GIZ office in Freetown».

Applications include: 

• Cover letter. 
• CV (including work experience and references)
• Photocopies of certificates 

have to be submitted to the email address recruitmentsl@giz.de . Only applicants shortlisted will be contacted for an interview. GIZ-Sierra Leone is an equal-opportunity employer, and therefore women are strongly encouraged to apply.