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Contracts Specialist Band 4

Closing: May 28, 2024

3 days remaining

Published: May 14, 2024 (11 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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Background


GIZ has been in operation in Kenya since 1975 as commissioned by the Kenyan government. The current thematic areas for the ministry for economic cooperation and development are in
the areas of agriculture, food security and Sustainable Economic Development.


In addition to the already mentioned focus areas, there are also projects in the sectors of good governance, energy and migration. Other activities GIZ also engages in are in the sectors of economy and sport for development. Furthermore, GIZ using the Civil Peace Service, supports dialogue and peaceful conflict resolution of societal conflicts in Kenya.

 

GIZ also implements on behalf of the federal ministry for environment, nature conservation and nuclear safety, projects in the fields of environment and climate. The goal of GIZ is to support the capacity development of people, organisations and institutional structures in the partner countries so as to enable them better their living conditions through their own efforts. Based on
the government agreement, GIZ implements its commission in close cooperation with the civil society.


Responsibilities

Background


GIZ has been in operation in Kenya since 1975 as commissioned by the Kenyan government. The current thematic areas for the ministry for economic cooperation and development are in
the areas of agriculture, food security and Sustainable Economic Development.


In addition to the already mentioned focus areas, there are also projects in the sectors of good governance, energy and migration. Other activities GIZ also engages in are in the sectors of economy and sport for development. Furthermore, GIZ using the Civil Peace Service, supports dialogue and peaceful conflict resolution of societal conflicts in Kenya.

 

GIZ also implements on behalf of the federal ministry for environment, nature conservation and nuclear safety, projects in the fields of environment and climate. The goal of GIZ is to support the capacity development of people, organisations and institutional structures in the partner countries so as to enable them better their living conditions through their own efforts. Based on
the government agreement, GIZ implements its commission in close cooperation with the civil society.


A.    Responsibilities


The Contracts Specialist is responsible for:

 

  • Preparation of various Contracts (Construction and Appraiser) including formal, short form, Drafting, Evaluation, Negotiation and Execution as requested by projects.
  • Initiate a transparent tender process according to P & R.
  • Informing projects and programmes timely about the status of contract basis in line
    with the SLA.
  • Coordinating effectively with colleagues in the administrative and finance division and
    with procurement officers at Head Office.
  • Ensuring that the provided services within the section are done correctly according
    to GIZ Rules and Regulations.

 

 

In this context, the Contracts Specialist fulfils the following tasks:

 

 

B.    Tasks

 

Core scope of tasks

  • Carry out contracting procedures using CoSoft.

  • Preparation of contracts (Construction and Appraiser) as requested by the projects.

  • Processes orders in accordance with GIZ regulations, monitors markets and issues
    invitations to tender.

  • Advising & guiding projects on P+R guidelines regarding aspects of contracting.

  • Enters and maintains data relevant for contracts and tenders in Cosoft.

  • Ensure that invoices are transferred to the Finance department

  • Processes  complaints.

  • Maintains and updates the filing system for all contracts according to GIZ procedures.

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

  • Provide recommendations according to P+R and negotiate directly with consultants

  • Arranges for smooth flow of contract process.

  • Carry out market research for consultancy contracts (Appraiser & Consulting)

  • Ensure contract file completeness.

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

 

Other duties/additional tasks

 

  • Coordinates travel and events arrangements for consultants with the travel or events officer.
  • Ensure framework contracts are in place.
  • Performs other duties & tasks at the request of management.
  • Assist in preparation of various Local Subsidies and Construction contracts including
    formal, short form
    , annual contracts, Drafting, Evaluation, Negotiation and Execution as requested by projects.
  • DMS maintenance of all contracts and documents
  • Ensure complete filling system
  • Participates in tenders
  • Performs other duties and tasks at the request of management

 

C.    Required qualifications, competences and experience

 

Qualifications

 

  • Degree in Business Administration with a focus in
    procurement/purchasing.

 

Professional experience

 

  • At least 3 years of professional working experience in a similar
    position

 

Other knowledge, additional competences

 

  • Experience with IT-based accounting programs
  • Good working knowledge of modern telecommunication systems
  • Good interpersonal communication skills
  • Good English command. German language is an advantage.
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

 

 

 

D.    Submission of Application

 

Vacancy Reference Number:            GIZ/CO/04/05/2024

 

 

GIZ is an equal opportunity employer.

 

 

All applications should be received by 28th May 2024. 

 

 

Only shortlisted candidates will be contacted.


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