Job Summary
The Administrative Officer- Contracts and Procurement assures an effective, fully PuR compliant financial and administrative implementation, documentation and reporting of PEACECORE program activities and partnerships.
Minimum Qualification:
Degree
Experience Level:
Mid level
Experience Length:
3 years
Job Description/Requirements
The Administrative Officer- Contracts and Procurement is responsible to:
? Proactively contribute to the administrative team’s collective responsibility to provide timely, fully compliant and effective administrative services to the PEACECORE technical team with regards to the project’s
- procurement processes
- payments and receivables
- contracting processes of grant agreements, consultancies and local subsidies
- financial processing, reporting, documentation and controlling
? Effectively coordinate all administrative procedures and activities with the administrative team at GIZ Country Office in Nigeria
? Establish and maintain smooth and effective, proactive, service- minded and prompt administrative support services for the technical colleagues of the PEACECORE team
? Provide administrative and logistic support for GIZ team colleagues throughout the implementation process of activities, for the cooperation with stakeholders and partners and in the communication processes with service providers
? Maintain at all times an audit-proof standard of the project’s financial and administrative processes and documentation
? Keep abreast with changes and updates to PuR, be aware of administrative team colleagues’ assigned tasks and be at all time prepared to rotate to /replace any of the administrative team’s functions
B. Tasks
The Administrative Officer – Contracts and Procurement
? establishes in Jos and Abuja contracts, grant agreements and local subsidies with consultants, partners and appraisers based on ToR received by the technical project team and in line with GIZ processes and regulations for tender / award regulations
? procures goods and services based on specifications received by the project team and in line with GIZ processes and regulations for tender / award procedures; amends and completes specifications if needed in close cooperation with the technical team colleague; advises on specifics for criteria of goods and services; proactively pursues a reliable and timely delivery of quality goods / services
? assists beneficiaries of local subsidies and financing contracts in providing bills in due time, assures the conformity of payment claims, assures a timely payment and regularly updates payment / settlement sheets for every contract; informs grant partners / consultants / local subsidy beneficiaries of GIZ processes and regulations
? assures the availability of up-to-date inventory accounting and physical inventory for project goods in Abuja and Jos
? checks the conformity of vouchers, invoices and receipts submitted by the project team, appraisers, service providers for completeness, prepares them for accounting (signatures for arithmetical, material correctness and release) and is responsible for correct payments
? is responsible for filing and archiving in accordance with GIZ rules and project specific filing requests
? handles PEACECORE staff travel requests, advance payments, travel claims, payment of per diem to beneficiaries
? weekly reconciliation and control of drivers’ logbooks with regards to mileage, fuel consumption, correctness of entered data and signatures
? assures a monthly regular cash-control and prepares protocol for cash reconciliation
? prepares required documentation for audits and internal / external controls; coordinates auditing of grant partners
? assures handling of all contracting / procurement procedures in accordance to the cross-checking-principle
? reports all problems related to financial administration and compliance without delay performs other duties and tasks at the request of PEACECORE team members
C. Required qualifications, competences and experience
Qualifications
? BA in Accounting, Business Administration or Economics
? professional qualification such as ACCA or ICAN, or any other internationally recognized professional accounting certification is an advantage
Professional experience
? at least 3 – 5 years of professional experience in a comparable position
Other knowledge, additional competences
? undisputed integrity and confidentiality
? a strong team player willing and capable to take on rotating administrative responsibilities
? high level of numeracy
? advanced working knowledge of ICT technologies and accounting software SAP, WINPACCS, CoSOFT, MS Office, phone, email, internet and computer applications
? willingness to upskill as required for the tasks to be performed
? professional communication skills and business fluency in English, both oral and written
Duty station: Abuja, with frequent travelling to Plateau State
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