Job Summary

Maintains the filing system of the office correspondence and other such documents.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description

Background:

GIZ. Working together for change

As a service provider in the field of international cooperation for sustainable

development and international education work, we are dedicated to shaping

a future worth living around the world. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment

promotion, energy and the environment, and peace and security. The diverse

expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the

private sector and governments of other countries. We work with businesses,

civil society actors and research institutions, fostering successful interaction

between development policy and other policy fields and areas of activity. Our main commissioning party is the German Federal Ministry for Economic

Cooperation and Development (BMZ). The registered offices of GIZ are in

Bonn and Eschborn. Our 19,506 employees, almost 70 per cent of whom are

national personnel, work in around 120 countries (December 2017).

GIZ has worked in Nigeria since 1974. From 2004, GIZ has maintained a

country office in the capital city Abuja. Currently 280 national and 51

international employees and 4 integrated specialists are working in the

country (as of 31.12.2018).

Programme:

The Nigerian Energy Support Programme (NESP) is co-funded by the

European Union and the German Government. It is implemented by Deutsche

Gesellschaft für Internationale Zusammenarbeit (GIZ) in collaboration with the

Federal Ministry of Power, Works and Housing (FMPWH). NESP aims at

enabling and fostering investments in the Renewable Energy (RE), Energy

Efficiency (EE) and rural electrification/energy (RrE) sectors of Nigeria.

The programme supports key stakeholders such as the FMPWH to develop

and implement sector strategies, structured procurement approaches for both

off-grid and on-grid RE solutions and the standardization in EE to build the

backbone for implementation activities. Data provision and analysis as well as the development of innovative finance tools connect all technical areas of the programme.

To that effect, three components have been established under NESP: (1)

Electrification Planning, (2) Sustainable Energy Access (On-grid and Off-grid)

and (3) Enabling Environment for RE and EE investments.

The mentioned components, notably Sustainable Energy Access, have plans

to procure for large amounts of goods, e.g. electrical, thermal or building

construction equipment. 


Responsibilities

As a Junior Officer for Procurement and Office Manager, under the supervision

of the Head of Admin & Finance and in close collaboration with the

Administration and Finance Team, your job will be

to manage the office of NESP and

to procure for goods and services up to 2.500,- € according to NESP

needs and in accordance with GIZ rules.

Tasks

Office Management

Drafts letters and supports administrative correspondences - manages

incoming and outgoing correspondence (post, fax, email)

Maintains the filing system of the office correspondence and other such

documents.

Coordinates and organizes rooms/ equipments required for meetings;

helps to organise events and document meetings, workshops and

seminars

ensures that visitors to the office (guests, counterparts, project staff or

consultants) are comfortable at the NESP office

participates in internal and external (team) meetings and workshops and

assists with documenting these, e.g. by writing minutes

Responsible for smooth functioning of the programme secretariat

Manages the property by organising maintenance and repairs

Assists the Head of program if required

Procurement, in accordance with GIZ rules,

Coordinates effectively with the NESP Units and the procurement

departments at Country Office

Prepares all documentation required for the procurement of goods

and services, as per the specifications developed by the NESP Units

Ensures completeness and quality of the procurement documents

Follows-up on all procurement processes to ensure their timely

completion.

Controls deliveries and checks invoices and receipts – assures

quality correctness of deliveries and/ or organizes the necessary

signatures from the responsible staff

Informs NESP staff on time about the status of procurement of goods,

particularly in the event of delays.

Collaborates with the Administration and Finance team in invoice

analysis

Ensures proper preparation and execution of payment orders.

General obligations

The Junior officer for procurement and office management

is part of the Administration and Finance Team of NESP

carries out important tasks for the programme, even if these are not

explicitly cited in the job description;

performs other duties and tasks at the request of the management

represents the interest of the GIZ and NESP, and always acts on their

behalf Required


Required qualifications, competencies and experience

Qualifications: BSc in Business Administration, Economics, Finance,

Accountancy or a related field.

Professional experience: At least 1 – 3 years professional experience

in a comparable position.

Other knowledge, additional competences 

Good working knowledge of ITC technologies (related software,

phone, fax, email, the internet) and computer applications (e.g. MS

Office)

Very good in English, ideally a knowledge of German

Good organisational skills

customer and service-oriented attitude

a good team player who is willing to take on responsibility.


Submission Guideline:

You are kindly requested to submit your CV and letter of motivation as one

document with complete contact details via email 

(Please include vacancy no. in mail subject)

GIZ Nigeria is an equal opportunity employer; both men and women are

encouraged to apply.

Please note that only shortlisted candidates will be contacted.


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