Recruitment notice: Administrative Officer in charge of Purchasing and Contracts at GIZ INTERNATIONAL

OFFER DESCRIPTION

CALL FOR INTERNAL/EXTERNAL APPLICATIONS FOR THE RECRUITMENT OF AN ADMINISTRATIVE OFFICER IN CHARGE OF PURCHASES AND CONTRACTS (M/F) FOR THE COMIFAC REGIONAL SUPPORT PROGRAM FOR THE SUSTAINABLE MANAGEMENT OF FORESTS IN THE BASIN FROM THE CONGO OF THE DEUTSCHE GESELLSCHAFT FÜR INTERNATIONALE ZUSAMMENARBEIT (GIZ/COMIFAC) GmbH IN YAOUNDE.

Context

The GIZ COMIFAC regional program interacts with the technical cooperation and financial cooperation modules, strengthening the framework necessary for the implementation of the COMIFAC convergence plan – particularly at the political level (for example harmonized forest policies), strategic (sectoral strategies, guidelines for the participation of indigenous peoples, regional gender strategy) regulatory (for example, design of the legal framework for ABS (Access and Benefit Sharing) systems)

• The five components of the project are:
• Section 1: Strengthening the functioning of the COMIFAC system;
• Section 2: Learning and transfer to the COMIFAC system;
• Component 3: Participation of local and indigenous populations;
• Component 4: Strengthening forestry training;
• Component 5: Implementation of the Nagoya Protocol on Access and Benefit Sharing (ABS).

To support and monitor this dynamic, the COMIFAC Support Project (GIZ/COMIFAC) is looking for  a (01) Administrative Officer in charge of Purchasing and Contracts  for its Coordination Office in  Yaoundé .

A- Areas of responsibility and powers 

1. Contracts

• Drafting of contracts in accordance with PuR and on-site guidelines (consultations, services, construction, purchases, financing, grant agreements, etc.)
• Ensure compliance with procurement procedures and rules
• Support for the various internal controls and audits of the Program
• Financial management of contracts
• Ensure the processing of files relating to contract requests
• Develop contracts (consultations, services, construction, financing, lease, grant agreements, etc.) within the Program in accordance with PuR and on-site guidelines
• Ensure compliance with contract procedures
• Lead and/or participate in the selection process for consultants, design offices, service providers, etc.
• Prepare and participate in the capacity assessment of potential beneficiaries of GIZ funding
• Manage with integrity and transparency public/restricted tendering procedures within the Programme, Country Offices and Headquarters

• Proceed to check the statements in accordance with the contractual clauses (invoices, list of expenses, timesheet, compliance, etc.)
• Ensure the follow-up of contracts (updating of obligations, clearance of debts)
• Exchange, interact and collaborate closely with the Country and Headquarters Offices (contracts department, financial department) in the processing of Program files
• Guide and advise Program colleagues in the preparation of the documentation to be provided if necessary and on the procedures corresponding to the requests made by them

1. Purchases

• Ensure the processing of files relating to purchase requests
• Develop purchase contracts within the Program in accordance with PuR and on-site guidelines
• Ensure compliance with current procurement procedures
• Conduct and/or participate in administrative and financial evaluations of offers submitted by service providers
• Ensure the transmission and follow-up of purchase requests to the Country Offices
• Make international purchases via Headquarters (Buschaffung Online, SAP-SRM Purchasing)
• Steer procurement procedures with integrity and transparency within the Programme, Country Offices and Headquarters
• Ensure the monitoring of the compliance of the execution of purchases in accordance with PuR and directives in force
• Ensure the follow-up of purchases (updating of obligations, clearance of debts)
• Guide and advise Program colleagues in the preparation of the documentation to be provided if necessary and on the procedures corresponding to the requests made by them

1. Tracking and archiving system

• Perform physical and digital filing (DMS, OOP) of contracts and purchases
• Maintain and regularly update the contract and purchase tracking file
• Update the database of local consultants / service providers and regular consultation with the BRY
• Communicate monthly contracting and procurement requirements for Program fundraising
• Prepare files for possible internal controls / audits
• Implement recommendations from internal controls/audits
• Inform your line manager in the event of difficulty (service malfunction, non-compliant parts, dubious invoices, etc.)
• Possibly submit suggestions for improving management within the department
• Filing and archiving according to the regulations in force

1. Other powers

• Assume other activities and tasks as instructed by superiors.

REQUIRED PROFILE

B- Profile required

1- Qualification and professional experience

• Minimum BAC+4/5 in management sciences/end-of-studies diploma in Logistics or any other recognized equivalent diploma
• Knowledge of the Cameroonian Public Procurement Code
• Knowledge of business law would be an asset
• At least 5 years of professional experience in a similar position

2- Other knowledge/skills

• Excellent knowledge in the contracting process
• Good knowledge of commercial matters
• Acquisition of the qualifications required in the field of assignment
• Very good working knowledge of the use of information and communication technologies as well as computer applications
• Good knowledge of French and/or English
• Excellent analytical skills
• Of great moral integrity and assurance in the context of negotiations
• Strong sense of organization and great ability to carry out independent conceptual work

Duty station:  Yaoundé

Desired starting date: May 15, 2023

Duration of the contract: Two (02) years renewable

Deadline for admissibility of application files: April 11, 2023

Internal classification: Band 4A, under the supervision of the Administrative and Financial Manager of the GIZ/COMIFAC Program

C- Composition and submission of applications

• Composition of application files  : cover letter from the candidate; CV + 3 professional references; Photocopy CNI and photocopies diploma and certificates / work certificates.

• Submission of application files  :

For any internal application meeting the eligibility conditions, the employee is requested, after formal information from his/her Line Manager, to submit his/her application via the GIZ-Cameroon recruitment platform: https:  https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgizkamerun.jobs.net%2F&data=04%7C01%7Cmichel.ottou%40giz.de%7C2f0c251e110b4fbb3bc308d97140728e%7C5bbab28cdef3460488225e707da8dba8%7C0%7C0%7C637665345660849146%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=u5SFimxK%2FvSKBR9KS19sPTF3Kq0yZrKGoTKOaiZhMP0%3D&reserved=0

Female candidates are strongly encouraged