Procurement & Contracting Assistant

4 days ago

Pretoria, South Africa GIZ. Full time

**To be considered you need the following**:
Qualifications:

- General Business Management or Business Administration diploma or certificate.
- Recent Graduates in the Supply Chain Management field interested in its functional administration are also welcomed to apply
- Similar qualification from a recognised tertiary institution will be considered

Professional Experience:

- At least 1-3 years or more professional experience in a comparable position.
- Prior experience in an international organisation is desirable.

**You will be a great fit if you have the following**:

- Good working knowledge of office administration technologies and procedures
- Excellent verbal and written communication skills in English. German language skills are an added advantage
- Strong interpersonal and intercultural skills, as well as the ability to build relationship with diverse colleagues
- Focus on quality of work, multi-tasking, and is meticulous (very strong attention to detail)
- Service-orientation coupled with the ability to manage peers, as well as senior stakeholders
- Proactive, anticipates stakeholder needs and demonstrates problem solving skills
- Consistency, reliability, and flexibility in delivery, discipline, and punctuality.

**What you will be doing**:

- Preparing the assessment report on the status of administration for the Unit, as well as proposals on the improvements to be made
- Providing administrative support to the relevant procurement categories: Services, Goods, Logistics, and Administration
- Supporting the coordinating of the office presence schedule and proposes improvements.
- Scheduling meetings, with clear and documented inputs and outputs such as pre-reading, agendas, and minutes
- Generating a logical and sustainable filing system for the Procurement, Human Resources (HR), Risk and Management (R&M) and Portfolio Management Units - manual and digital - for audit and archiving completeness and accuracy
- Performs other office administration duties and tasks at the request of the Head of Unit, Procurement and Contracting.

**APPLICATION PROCESS & Additional Information**:

- An comprehensive CV must include your qualifications to be considered
- A **motivation letter (max. 1 page)** - based on our company website and anything else you might know about us, what most attracts you to our company, also stating why you are the best fit for this role**.**:

- This role is based in Pretoria
- Must be available immediately to be considered for this temp assignment
- Reporting directly to Head of Unit, Procurement and Contracting

**More about the role**:
Logistics Category:

- Shuttle/ transfer bookings
- Shuttle/ transfer invoice preparation and submission for payment
- Car hiring enquiries
- Visa related enquiries
- Individual accommodation bookings
- Small workshops/ meetings bookings
- Locating missing paperwork for receivables for travel, events, and accommodation requests
- Updating and maintaining supplier databases for approved hotels, shuttles, and airlines

Services and Contracting Category:

- Managing the contract request dashboard and ensuring a more accessible and user-friendly supplier database
- Verifying that all the necessary information and documentation is accurately completed for service request submissions in line with the relevant checklists
- Logging and tracking physical contracts to ensure that they are couriered to service providers
- Supports to review the naming convention and approach for documentation uploaded onto the procurement sharepoint, as well as DMS
- Prints the proposals received by the EOI/Tender opening team
- Deputises for the EOI/ Tender opening team as and when required
- Verifies the technical and financial scores of the submission Assessment Grids.

Materials, Goods, and Equipment Category:

- Revamps the supplier database based on recent Enquiry Letters
- Assists with the acceptance of goods, inspects delivery, and ensures that the receipt is documented, and goods received checked appropriately
- Documents procedures and ensures the return of defective or non-compliant or defective goods
- Tracking and monitoring the processing and allocation of Common Portal requests
- Supports with the archiving and international shipping procedures of files
- Coordinates the procurement of stationery requests for the Unit and distributes upon receipt.

Cross-Category Tasks:

- Recording and tracking incoming EOI, mobile technology, vehicle registration, logistics, service, and goods requests
- Benchmarks turn-around time of Unit in line with SOPs
- Uploading of documentation on the procurement sharepoint, and DMS, including PDF compliant correspondence
- Drafting of accurate Regret Letters
- Printing of documents from the common portal such as full requests and quotations
- Monitors the list of the placement of adverts and follows up on execution
- Develop and populate annual plan template for upcoming Procurement and Contract requests
- Coordinates the collection

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