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County Government of West Pokot

Deputy County Secretary

Kapenguria, Kenya

Only on Fuzu

Procurement, Admin And Finance Specialist (SPARK)

Closing: Mar 8, 2024

12 days remaining

Published: Feb 22, 2024 (3 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federal enterprise that implements German development policy around the globe. By providing international cooperation services for sustainable development, GIZ is dedicated to building a future worth living around the world. With over 50 years of experience in a wide variety of areas, including economic development and employment, energy, and the environment as well as peace and security; GIZ also stands for and works towards the realization of human rights in the digital space. 

GIZ implements the new regional project 'SPARK' which aims at strengthening African technology ecosystems for gender-responsive, climate-smart, and research-based innovation
on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ).

With a strong focus on gender and climate priorities, the project reinforces the link between applied research and entrepreneurship. While the project has roots in pan-African Startup and Tech-Ecosystem Support focus areas are:

  • improving capacities of research actors to apply their research for entrepreneurship.
  • boost cooperation with innovation ecosystem actors.
  • offer ventures more fit-for-purpose financing opportunities.

The project has a pan-African scope, and the teams will initially operate out of Nairobi, Kenya
and GIZ HQ in Germany.


SPARK is seeking a dedicated and motivated Procurement, Admin and Finance Specialist to support our pan African team based in Kenya in setting up and implement the project. The primary focus will be to handle all procurement, admin and finance matters related to the team in Kenya in collaboration with Finance Management in the HQ team.



Responsibilities

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federal enterprise that implements German development policy around the globe. By providing international cooperation services for sustainable development, GIZ is dedicated to building a future worth living around the world. With over 50 years of experience in a wide variety of areas, including economic development and employment, energy, and the environment as well as peace and security; GIZ also stands for and works towards the realization of human rights in the digital space. 

GIZ implements the new regional project 'SPARK' which aims at strengthening African technology ecosystems for gender-responsive, climate-smart, and research-based innovation
on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ).

With a strong focus on gender and climate priorities, the project reinforces the link between applied research and entrepreneurship. While the project has roots in pan-African Startup and Tech-Ecosystem Support focus areas are:

  • improving capacities of research actors to apply their research for entrepreneurship.
  • boost cooperation with innovation ecosystem actors.
  • offer ventures more fit-for-purpose financing opportunities.

The project has a pan-African scope, and the teams will initially operate out of Nairobi, Kenya
and GIZ HQ in Germany.


SPARK is seeking a dedicated and motivated Procurement, Admin and Finance Specialist to support our pan African team based in Kenya in setting up and implement the project. The primary focus will be to handle all procurement, admin and finance matters related to the team in Kenya in collaboration with Finance Management in the HQ team.



A. Responsibilities

The Procurement, Admin and Finance Specialist is responsible for:

  • Efficient execution of all administrative processes for the projects according to the rules and regulations of the GIZ.

  • Preparation of various Contracts (Consultancy Service, Appraisers, Local Subsidy, grant and financing agreements) including Drafting, Negotiation and Execution as required by the projects.
  • Initiating a transparent tender process in liaison with GIZ Country Office according to GIZ Processes and Rules.
  • Coordinating effectively with colleagues in the administrative and finance department in the Cluster and with procurement officers at GIZ Kenya and where applicable at GIZ Head Office.

In this context, the Finance specialist fulfils the following tasks:

  1. Tasks


1 Procurement

  • Prepare consultancy and service contracts as requested by the project team members and support in contract preparation through the GIZ country office & HQ including quality assurance for ToR documents.

  • Ensure an efficient procurement of materials & goods and in line with GIZ regulations.

  • Ensure unified management of the contracts with special regard to overall fit within the SPARK setting and the specific Country Offices

  • Financing Agreements Management- This includes conducting eligibility check for potential recipients, coordinating the preparation of the Agreements in coordination with the Country Office and the HQ

  • Advise & guide members of the project on GIZ guidelines regarding aspects of procurement and contracts.

  • Ensure that invoices are transferred to the Finance department in time.

  • Maintain and update the filing system for all contracts according to GIZ procedures both the physical files and on the data management system.

  • Serve as the point of contact for service providers on contractual matters.

  • Ensure contract close-out, extension or renewal is timely done.

  • Continuously works on improving the processes between country office and the Project.


2. Administration, Logistics and Coordination

  • Responsible for organising logistical aspects of project activities (meetings, workshops,
    etc.) in collaboration with the Cluster event Specialist.

  • Ensures that information is exchanged between projects/programme staff, partners, and other institutions.

  • Coordinates with the GIZ Country Office on the mode of service delivery

  • Accompanies the projects/programme manager or other team members to meetings if necessary.

  • Prepares and organises internal meetings in coordination with the Cluster’s Admin Specialist where necessary.

  • Supports visitors, counterparts etc, in procuring flight tickets, hotel bookings etc, and in submitting the travel claim after the trip with all the necessary documentation.Cooperate with other staff members in the Cluster, especially finance and admin specialists.

  • Perform other duties & tasks as may be assigned from time to time to support members of the project.


3. Finance & Accounting

  • Project bookkeeping, day-to-day follow-up of transactions with the Country Office, preparation of payment requests for the project etc.

  • Assist in preparing tentative budgets for specific activities in collaboration with advisors and the Team Leader

  • Advise on financial aspects of projects.

  • Monitor real accounts (payables, receivables) and report regularly to the Team Leader and the Head of Finance & Administration.

  • Manage and monitor a substantial number of small-scale mobile money transfers to small enterprises, participants and start-up entrepreneurs.

  • Check travel claims submitted by staff for accuracy and completeness before approval by the superior.

  • Participate in Internal Control and external audit for the projects.

  • Responsible for monitoring the third-party receivables.

  • Provide support to grantees on best practices in finance management.

  • Preparation and participation in audit of financing agreements and following up with the
    recipients to ensure that all the audit findings have been addressed.

  • Reports all problems with financial administration and compliance without delay.


B. Required qualifications, competences and experience

Qualifications

  • University degree or equivalent in Commerce, Business administration related field

  • Professional qualifications such as CPA- intermediary Level or ACCA Applied-Skills Level or equivalent will be an added advantage.


Professional experience

  • At least 5-10 years of professional working experience in a comparable position

  • GIZ experience and/or other international organizations will be an added advantage.

Other knowledge, additional competences

  • Good working knowledge of ICT technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office, SAP)

  • Highly organized and able to multitask. Excellent communication skills, organization skills, attention to detail

  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

  • Business fluency in English is vital. Knowledge of German and French would be an advantage.


C. Duty Station

The duty station for this position is Nairobi, Kenya.

D. Duration of Assignment

  • The duration of this contract is until 31/12/2026.

E. Submission of Application

Vacancy Reference Number: GIZ/SPARK/14/02/2024

GIZ is an equal opportunity employer.

All applications should be received by 8th March 2024.

Only shortlisted candidates will be contacted.


Applications submitted via Fuzu have 32% higher chance of getting shortlisted.