Procurement and Contracting Specialist

1. HIRING BACKGROUND AND CONTEXT

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German international organisation that advances sustainable development. The country office for GIZ South Africa, Lesotho, and Eswatini is based in Pretoria, Hatfield. We offer regional procurement experience in a global organisation, supporting the work of our technical projects, partners, and beneficiaries. Our sustainable procurement organisation is constantly growing. We seek a procurement and contracting specialist that will lead our team on strategic and operational service contracts and financing agreement processes. Result and outcomes driven Procurement practitioners passionate about organisational transformation, sustainability, and digitalisation are strongly encouraged to apply for the position “Procurement and Contracting Specialist”. Diverse applicants from all walks of life are welcomed to apply for the role.

2. RESPONSIBILITIES

The Procurement and Contracting Specialist is responsible for:

• Compliant procurement of services and contracting within the GIZ Country Office (CO) in Pretoria to ensure efficient services to all GIZ projects and Head Office (HO).
• Efficiently and effectively dealing with queries about issues concerning the procurement of services.
• Organizational, administrative, and advisory support to projects and programmes in in compliance with GIZ’s Processes and Rules (P+R).
• Coordinating with colleagues of the services & contracting category in the GIZ CO and the corresponding divisions at HO.
• Close collaboration with other Procurement and Contracting Specialists responsible for the procurement of services and contracts.

3. TASKS

1. Contracts for Services, Construction, and Financing Arrangements (Local Contributions, Financing Agreements, and Grant Agreements)

The Procurement and Contracting Specialist:

• Establishes all types of Services/ Works and Construction Contracts across all thresholds, and issues invitations to tender in accordance with GIZ regulations;
• Closely follows the regulations regarding electronic submissions, shared/ functional mailboxes, and Opening Protocols;
• Enters and maintains data relevant for contracts and tenders in CoSoft system (SAP);
• Ensures action being taken on incoming requests including on the Common Portal system;
• Checks that all necessary information is filled in or attached to all service and contracting requests, developing checklists as necessary in a customer-oriented manner;
• Develops and manages processes in line with Organisational Development priorities, including the drafting and updating of SOPs (Standard Operating Procedures);
• Ensures that the principal technical adviser and the contractor each have a copy of the contract and keeps a fully signed version in the contract files;
• Monitors status of contract implementation and reports submission for subsequent payment;
• Ensures complete procurement award contract files and prepares files for archiving and shipping;
• Updates national consultant fee list/ honorarium and ensures contracts fully comply with the fee grid;
• Places quality advertisements for the procurement of services in consultation with the projects;
• Ensures compliance of the templates, proposals, and budgets when processing i/DPPs (integrated/ Development Partnerships with the Private sector) and Financing Arrangements;
• Follows the GIZ rules and regulations regarding tendering and contracting processes and procedures, ensuring compliance with the UvgO (the German Regulation on sub-Threshold Procurement);
• Concludes the Plausibility Check for KEPs for Recipients (Commercial and Legal Eligibility Checks), as due diligence necessary for iDPPs and Financing Arrangements;
• Finalises the KEP on the Digital KEP Tool as submitted by the project;
• Participates effectively and constructively in Procurement and Contracting pilot programmes and roll-out initiatives from HQ/ ELVIS;
• Contributes towards accurate and timely quarterly KPI Reporting;
• Ensures the timely clearance of Receivables.

2. Administrative services and General Tasks

The Procurement and Contracting Specialist:

• Conducts market intelligence in different procurement and contracting areas to ensure GIZ obtains best quality/ offering at the best price;
• Organises and files documents in reference files and in line with GIZ's filing rules and structures (Records Management guidelines);
• Updates the filing system daily with incoming and outgoing correspondence including on Sharepoint and DMS;
• Supports the preparation and coordination of the shipping of boxes to HO for archiving;
• Proactively informs projects and programmes on time about the status of procurement, particularly in the event of any challenges or delays;
• Advises requestors and colleagues regarding complex procurement cases;
• Undertakes further job training related to his/her position and duties if required. If required specific training needs shall be identified and appropriate programmes will be selected jointly with the Head of Unit and Head of HR.

4. OTHER DUTIES/ ADDITIONAL TASKS

The Procurement and Contracting Specialist:

• Performs other office administration duties and tasks at the request of the Head of Finance and Administration, and the Head of Procurement and Contracting

5. REQUIRED QUALIFICATIONS, COMPETENCIES, AND EXPERIENCE

Qualifications

• Bachelor of Arts (BA) degree in Purchasing and Supply or Supply Chain Management or Business Administration, recognised commercial diploma in business administration or similar.

Professional experience

• At least 5 years' professional experience in a comparable position;
• Excellent knowledge of procurement procedures.

Other knowledge, additional competences

• A very good working knowledge of Information and Communication Technologies (ICT) [related software, phone, fax, email, the internet) and computer applications (e.g. Microsoft (MS) Office, MS Teams, Systems, Applications and Products (SAP);
• A very good knowledge of the English language, a knowledge of German is an added advantage;
• Finely tuned organisational skills, must be able to work independently, show initiative;
• Team player, good interpersonal and negotiation skills as well as time management;
• Very good communication skills, ability to express oneself well both verbally and in writing, experience in using various media;
• Proven intercultural communication competency and skills, professional and cooperative working style;
• Time management;
• Willingness to scale up skills as required by the tasks to be performed - corresponding measures are agreed with management.

6. ADDITIONAL INFORMATION

This position is based the GIZ South Africa/Lesotho/eSwatini country office in Hatfield, Pretoria.

7. APPLICATION PROCESS

Suitable candidates should apply by submitting a motivation letter (max. 2 pages) detailing why they should be the preferred candidate. This should be accompanied by a detailed CV (max. 2 pages) indicating their nationality.

Applications should be submitted to: recruit-pretoria@giz.de, with the email subject line “Application for Procurement and Contracting Specialist” for the attention of Head of Unit: Human Resource.

We expressly welcome applications from women and historically marginalized groups.

Closing date for applications: 14th April 2025.

Only shortlisted candidates will be contacted.

Applications without a motivation letter and CVs longer than 2 pages will not be considered!