The “Trade for Employment project” in Jordan is seeking a “Project Administration Officer – Procurement of goods/contracts, Inventory, 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
A. Required qualifications, competences and experience
Formal Qualifications
- BA in business administration or related fields
Professional experience
- At least 5 years’ professional experience in a comparable position
- profound experience in preparation of purchase orders and service contracts and invoice follow up
- Experience in comprehensive inventory systems and physical inventory checks
- Experience in event management including procuring and handling service providers and registration procedures
- Experience in administration work in similar field or development organizations
- Experience in handling travel arrangements, calculations and settlement
Other knowledge, additional competences
- excellent communication and cooperation skills
- team player/ability to cooperate with others
- dedication/commitment, reliable
- very good working knowledge of IT 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
- ability to cope with dynamic situation of cooperation system in development field
- experience and ability to deal with unexpected challenges
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B. Major Responsibilities
- 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 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.
- 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
