Administrative Specialist

2 weeks ago

Pretoria, South Africa GIZ. Full time

Are you ready for an exciting opportunity to join the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH?_

**GIZ - Join us as a Administrative Specialist (Procurement)**

Join our team as an Administrative Specialist and be part of the impactful work we do in the Partnerships for Prevention of Gender-Based Violence (PfP) regional programme. Working closely with the PfP Regional finance administration team and under the technical supervision of the finance manager, you will play a crucial role in ensuring the smooth operation of procurement and contracting processes. From preparing service contracts, grant agreements, financing agreements, and local subsidies to overseeing their implementation, you will be at the forefront of financial management.

In addition to your core responsibilities, you will provide valuable support in general financial processes, accounting, contract processes, and total programme inventory tracking. As an Administrative Specialist, you will also step in for the programme Finance Manager when needed, contributing to the overall success of the programme. Your collaboration with existing cluster projects and adherence to standard operating procedures will be essential in meeting the specific needs of each country where PfP is implemented.

Based at our GIZ office in Hatfield, Pretoria, this position offers a contract period until 30 November 2024, with the possibility of extension. As the support function for the Finance Manager, you will actively contribute to PfP implementation in South Africa, Lesotho, Zambia, Zimbabwe, Namibia, and Botswana. You can expect intermittent travel within the region, allowing you to engage directly with our partner countries.

**To be eligible for this role, you should possess the following qualifications**:

- A University Degree in Business Administration, Finance, Economics, or an equivalent field.
- Additional qualifications in Accounting, Contract Management, or Procurement would be advantageous.

**Required Professional Experience**:
We seek individuals with a strong background in their respective fields, showcasing extensive experience in Procurement, Contract Management, Event coordination, and knowledge management. Familiarity with development cooperation agencies or CSOs will be seen as an additional asset, demonstrating an understanding of the sector's unique challenges and dynamics.
- A minimum of 5 years' relevant experience in a comparable position
- Demonstrated experience in managing Procurement Processes or Contract Management
- Proven track record in the preparation and support of large events, trainings, and workshops
- Experience working with knowledge information management systems
- Previous experience in development cooperation agencies and/or civil society organizations (CSOs) would be advantageous

**To thrive in this role, the following qualities are essential**:

- Experience with GIZ internal IT systems, such as SAP and OnSite, will be advantageous and considered an added asset.
- Excellent communication skills, both spoken and written in English, are vital for effective interaction within the organisation and with external stakeholders.
- Demonstrated sensitivity to customer service, ensuring a client-centered approach in all interactions.
- Ability to quickly grasp instructions, seek clarification when needed, and work independently with mínimal supervision to deliver results within designated timelines.
- Willingness to continuously upskill and stay updated with industry trends and advancements.
- Motivation to thrive in a multicultural work environment, fostering collaboration as a strong team player.
- Possession of a valid driver's license is an added advantage.
- Availability for international travel within the SADC region.

These qualities will enable individuals to perform optimally, adapt to evolving requirements, and contribute effectively to the organisation's goals.

**What you will be doing**:

- Contract Management:_
- Provide guidance to the technical team regarding the procurement of contracts, financing arrangements, and event/workshop procurement.
- Assist the Finance Manager in conducting quality checks on documentation before initiating contracting processes, ensuring compliance with policies and regulations while maintaining document completeness.
- Collaborate with the Finance Manager to initiate procurement requests and coordinate with procurement and contracting offices at both country and headquarters levels.
- Participate in legal and commercial eligibility checks for recipients of financing arrangements, offering solution-oriented advice.
- Organise or participate in inception meetings, presenting GIZ's financial processing requirements in collaboration with existing project structures.
- Monitor project contracts, ensuring adherence to timelines and conditions, and facilitate contract closures or amendments as necessary.
- Arrange mandatory contractual audits and support the pro

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