Procurement and Administration Specialist for the Social Protection Project (SPP) and the Macroeconomic Investment Policies (MIP) Program at GIZ Rwanda: (Deadline 2 November 2022)

Procurement and Administration Specialist for the Social Protection Project (SPP) and the Macroeconomic Investment Policies (MIP) Program at GIZ Rwanda: (Deadline 2 November 2022)

VacancyAnnouncement                                                                                                                               Procurement and Administration Specialist for Social Protection Project (SPP) and Macroeconomic and Investment Policies (MIP)

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the following areas: Training and Sustainable Growth for Decent Jobs; Peaceful and Inclusive Societies; Responsibility for our Planet – Climate and Energy; Digitalization and Digital Economy; Regional Programs, Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology).

The global programme ‘Social Protection Innovation and Learning’ (SPIL) supports partner countries in enhancing the capacities of their social protection systems to prepare for and respond to shocks, commonly known as adaptive social protection (ASP). Within the framework of the global programme, the Social Protection Project Rwanda (SPP) will focus on strengthening dynamic, inclusive and responsive aspects of the Rwandan social protection system. The TA project will be aligned to the priorities of the Social Protection Sector Strategic Plan of the Rwandan government and will flexibly respond to the needs of the Ministry of Local Government (MINALOC) and other key stakeholders responsible for the steering and implementation of social protection programmes. The TA project seeks to complement ongoing financial and technical support and will be implemented in close coordination with other development partners. The TA project is structured along three interlinked intervention areas: 1) strengthening data based steering capacities for the implementation of social protection policies, 2) strengthening the dynamic elements of the social registry and its integration into the wider digital architecture (incl. links to disaster risk management and climate change adaptation), 3) supporting the roll-out and operation of the dynamic social registry and implementation capacities.

The Macroeconomic Investment Policies (GIZ-MIP) project, as part of the Good Governance Cluster, is a joint Rwandan-German Development Cooperation project implemented by GIZ, commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). The project aims at strengthening individual and institutional capacities for economic analyses and evidence-based policy-making. The project has five interlinked ‘support areas’: (1) Planning and implementation of public investments; (2) Macroeconomic modelling; (3) Promoting evidence-based fiscal policy; (4) Improving research-based higher education; and (5) Strengthening research and political dialogue. The Ministry of Finance and Economic Planning (MINECOFIN) is MIP’s main counterpart.

GIZ would like to recruit a candidate for the position of Procurement and Administration Specialist for the Social Protection Project (SPP) and the Macroeconomic Investment Policies (MIP) Program.  

Location: Kigali

Fixed Term: 10 months (with possible extension)

Position: 1

Start date: as soon as possible

The Procurement and Administration Specialist performs the following responsibilities and tasks:

Responsibilities

The Procurement and Administration Specialist, under supervision of the SPP Project Leader, is responsible for:

• Procuring materials, equipment and services for the GIZ-SPP and GIZ-MIP projects in accordance with GIZ rules and conditions
• Providing financial, procurement and administrative support to SPP and MIP colleagues
• Interacting and coordinating with the GIZ Rwanda Country Office and other GIZ projects internally, as well as the GIZ-SPP and GIZ-MIP partners externally.
• Ensuring that office procedures comply with GIZ Procurement, financial and administrative regulations and specific Social Protection Project (SPP) and Macroeconomic Investment Policies (MIP) program procedures.

Tasks 

Purchasing, procurement services (goods, services, workshops/trainings, local subsidy) for SPP and MIP

• Procuring materials, equipment, and services locally, issuing of invitations to tender and processing of orders for SPP and MIP in accordance with GIZ regulations under the delegation received from the country office
• Procuring hotels and conference rooms for workshops and trainings, including event management, list of participants etc. in accordance with GIZ regulations under the delegation received from the country office.
• Creating an internal procurement plan, monitoring of existing service contracts and preparing contracts amendments
• Preparing local contract requests beyond the delegation received, including local subsidy (LS) contracts
• Conducting the legal and commercial eligibility check (KEP) of potential financing partners
• Monitoring of contracts, including LS, and requesting contracts amendments if required
• Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines (establishment of LPOs for the project)
• Checking and accepting of procured goods, services, and equipment
• Processing of complaints
• Documenting and filing properly completed procurement documentation in reference files and in DMS in line with GIZ´s filing rules
• Reporting all problems with procurement without delay
• Deputizing the Decentralisation and Good Governance (DGG) procurement officer

Petty Cash Management support for SPP

• Manage the petty cash management and reimbursements for SPP
• Record the daily transactions and book in cashbook as well as control the level of cash liquidity for SPP
• Ensure the validity of official receipts, invoices, etc. and that they are properly completed for SPP

General tasks related to project finance and administration

• Overall office management for SPP
• Inventory register office equipment for SPP
• Filing of GIZ documents in the GIZ Document Management System
• Coordinating logistics related to the organisation of meetings, trainings and workshops.
• Coordinating routine communication for SPP: letters, invitations, sending out training handouts, etc.

 Other duties/ tasks

• Support in CSH reporting for SPP and MIP
• Supporting the Project Leaders with other tasks when required
• Work closely together and coordinate on a constant basis with the MIP and SPP Finance specialist

Required Qualifications, Competences and Experience

Qualifications and professional experience

• Bachelor’s degree in Business Administration or related field
• Experience of at least five years in a similar position in public sector or donor organization
• Proficiency in ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. Word, Excel and Power Point).
• Very good knowledge of English

Other knowledge and additional competences

• Outstanding knowledge of procurement
• Communication skills
• Interpersonal skills
• Problem solving skills
• Reliability
• Integrity
• Critical thinking skills
• Teamwork and collaboration skills
• Work ethic
• Project management skills

Interested candidates should submit their application (motivation letter, updated CV, certificates and references) until 2nd November 2022 at 4:00 PM, by e-mail to [email protected]. All attachments should be put together in one PDF file not larger than 2 MB. Please quote the job title in the subject.

GIZ is an equal opportunities employer and is committed to the full inclusion of all qualified candidates. This includes the provision of reasonable accommodation, if needed, in order to participate in the job application and interview process and to perform essential job functions. Please let us know, if you have any particular requirements should you be invited for assessment/interview or that you wish us to take into account, when considering your application. 

Women and persons with disabilities are particularly encouraged to apply.

Only shortlisted candidates will be contacted for test and interview.

GIZ Office Rwanda

KN 41 St. / Nr.17, Kiyovu

P.O. Box 59, Kigali,

Rwanda

GIZ Office Rwanda reserves all rights!