Procurement and Contracts Intern

4 weeks ago

Nairobi, Kenya GIZ KE Full time

ABOUT THE COMPANY

GIZ, the German Gesellschaft für Internationale Zusammenarbeit GmbH, provides services in the field of international technical cooperation worldwide. In Kenya, it has been active since 1964, and up to now implements programs in a wide variety of areas, including economic development, green energy and water, governance, food security, and peace and security. The German Federal Ministry for Economic Cooperation and Development (BMZ) is GIZ’s main commissioning party. However, GIZ as well works closely with the private sector, fostering successful interaction between development policy and foreign trade.

JOB SUMMARY

A. BackgroundGIZ has been working in Kenya on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) since 1975 and up to now implements programs in a wide variety of areas, including economic development, green energy, governance, food security, and peace and security.The German Federal Ministry for Economic Cooperation and Development (BMZ) is our main commissioning party, but we also work closely with the private sector, fostering successful interaction between development policy and foreign trade.In the framework of the German Development Cooperation (GDC), GIZ cooperates closely with the German Development Bank, Kreditanstalt für Wiederaufbau, KfW, and other agencies.GIZ supports capacity development for individuals, organisations and institutions, to enable the people to improve their lives through their own efforts. We have developed guidelines for pro poor development and carry out our projects in close cooperation with civil society on the basis of intergovernmental negotiations.

RESPONSIBILITIES

A. ResponsibilitiesThe Procurement and Contracts Intern is responsible for:supporting the Procurement and Contract Specialists to ensure delivery of key procurement duties providing administrative support to the various projects in line with procurement of goods and services. B. TasksWith the guidance and assistance of the Procurement and Contracts Specialist, the Procurement and Contracts Intern will perform the following tasks:Maintains and updates data relevant for of Goods and Services (supplierdatabase, market rates rates).Maintains and updates the filing system for LPO & Contract folders according to GIZ procedures in consultation with the Procurement & Contract specialists.Carry out market research for suppliers and consultants where necessary – checking additional status online with government institutions related.Ensure completeness of files in each project’s files (both physical and scanned for the records manager to upload on GIZ Document Management System – DMS).Assist on sending of opening protocols to Tender Opening Committee (TOC).Assist on arranging of files in the store according to PN (Project Number) for easy access.Update the Goods & Contract files with fully processed invoices (with winpaccs numbers from Finance) and original delivery notes/ contracts and close the files in the system. Liaise withprojects to ensure all original delivery notes for goods & materials are submitted and filed.Maintains and updates the filing system for all contracts according to GIZ procedures.Liaise with the customs officer on the filing of import documents upon project confirmation of receipt.Carry out a check on completeness of contract files and update them where necessary under the guidance of Contract Specialists.Assist on location of completed files in the store whenever requested for audit.Assist in other administrative duties upon request.C. ProfileQualifications Just completed within one year, a Diploma in Supply Chain Management or a bachelor’s degree in business administration or any other relevant field.Background experience or knowledge in procurement and procurement principles.Other knowledge, additional competenceHigh proficiency in the use of ICT technologies and computer applications.Excellent communication skills Strong organizational competence Able to work in a multicultural environmentGood coordination competencies and ability to multi-taskExcellent command of English & Somali.D. Duration of AssignmentThe duration of the internship will be six months.E. Duty locationThe duty location is Nairobi.F. Submission of ApplicationVacancy Reference Number: GIZ/CO/02/04/2024GIZ is an equal opportunity employer and applicants abled differently are highly encouraged to apply.All applications should be received by 25th April 2024. Only shortlisted candidates will be contacted.

REQUIRED SKILLS

File management and data back-up, Procurement, Purchasing, Documentation and record keeping

REQUIRED EDUCATION

Diploma, Associate's degree

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