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GIZ assists the German Government in achieving its objectives in the field of international cooperation. GIZ offers demand-driven, tailor-made and effective services for sustainable development worldwide.
The German Biosecurity Program is looking for a qualified person to fill the following position:
(Junior) administrative, logistics and finance professional for the project “German Biosecurity Program” with duty station in Khartoum with travels to the states if required.
Context
Disease outbreaks like the Ebola epidemic in West Africa in 2014 showed how highly infectious diseases can endanger both the health and the security of entire states and societies. Such diseases can be spread as a result of naturally occurring outbreaks, accidents in laboratories or misuse of pathogens.
To counteract biological risks, in 2013 the German Federal Foreign Office (AA) established the “German Partnership Program for Excellence in Biological and Health Security”. It is a component of the German Government’s preventive security policy and contributes to strengthening the Biological Weapons Convention. The German Biosecurity Program is implemented by GIZ and leading German institutions in the area of infection prevention and control, amongst these the Germany’s public health agency, the Robert Koch Institute (RKI).
The Biosecurity Program has been active in Sudan since 2013 in the following six components: detection & diagnostics, surveillance, biosafety & biosecurity, awareness raising, networking and capacity development. The main partner institutions are the Federal Ministry of Health (FMoH) and the National Public Health Laboratory (NPHL) in Khartoum. The Sudanese partners are supported through activities for strengthening national biosecurity. Examples include awareness raising measures, the establishment of a laboratory network for biosafety & biosecurity and the support of a national political directive on the topic.
1. Responsibilities
The (Junior) administrative, logistics and finance professional is responsible for:
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Support to operation and implementation of GIZ’s s activities in the framework the Biosecurity Program in Sudan;
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Administrative and logistical support of activities carried out by Robert Koch Institute, including travel management, workshop preparation and liaison with services providers (hotels, caterers, transport service providers etc.);
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Procurement of equipment, materials and services needed for implementation (in cooperation with the GIZ office Khartoum), following GIZ’s rules and regulations;
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Knowledge Management and filing of documents in line with GIZ’s rules and regulations;
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Liaising with partners on behalf of the project especially with regard to the organization of the project activities, i.e. work meetings, trainings and duty trips;
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Finance monitoring of project finances (in cooperation with the GIZ office Khartoum and project managers in Berlin);
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Coordination with colleagues in the technical, administrative and finance division of the GIZ office in Khartoum;
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Close coordination and communication with the responsible project managers of the Biosecurity Program in Berlin.
2. Tasks
The (Junior) administrative, logistics professional performs the following tasks:
1. Administration and operational support
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Manages incoming and outgoing correspondence;
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Manages and updates the program’s filing system;
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Prepares procurement orders and contracts upon request from GIZ project managers in Berlin;
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Follows up on consultancy, service and local subsidy contracts until they are fulfilled by contractors and ready for payment;
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Takes over all tasks related to procurement of goods, equipment and materials, including adequate quality control of any items and goods procured;
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Ensures that project’s equipment is functional and keeps the inventory of the project updated;
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Carries out any other administrative or operative support, including translations from Arabic to English of administrative and project related documents;
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Monitors and controls administratively the delivery of the implementation of project activities on the ground.
2. Logistics and travel management
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Prepares and organises the logistics for vehicle movements of GIZ and RKI project staff in Khartoum and in the states if necessary;
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Upon request of GIZ project managers in Berlin obtains visa, flight tickets, travel permits, passport registrations, insurances, etc. needed for personnel involved in project activities;
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Is responsible for organizing any administrative and logistical aspects of project activities (meetings, workshops, trainings etc.), including the contracting of service providers;
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Assists GIZ project staff from Germany as well as international short term experts in all logistic and administrative issues while on mission in Sudan.
3. Liaison and coordination
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Accompanies the project team members to meetings and writes minutes of meetings if necessary;
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Prepares and organizes internal meetings and external appointments;
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Communicates and liaises with governmental and private sector project partners;
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Maintains a list of participants of the project’s trainings;
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Coordinates and communicates with the colleagues in Sudan in all necessary matters;
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Coordinates and communicates with the responsible colleagues and project managers in Berlin in all necessary matters.
4. Finance monitoring
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Helps prepare program budget planning;
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Helps monitor expenses in accordance with the budget;
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Manages and monitors the monthly accounting and financial plans;
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Follows the whole procurement process of goods and services up to the point of payment;
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Follows up on invoices and ensures their correct accounting (in cooperation with the finance department);
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Keeps up to date a list of contracts and service/ material requests and their state of payment;
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Coordinates with colleagues in the administrative, finance and procurement divisions in Khartoum and in Germany;
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Manages confidential files, specifically in the area of finance.
5. Other duties/additional tasks
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Ensures that all activities respond at all times to GIZ’s rules and regulations, including health and safety regulations;
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Performs other duties and tasks at the request of management.
3. Required qualifications, competences and experience:
Qualifications
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BA or MBA in business administration, accounting, auditing or similar area Professional experience
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At least 3 years’ professional experience in a comparable position.
Other knowledge, additional competences
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Outstanding aptitude on organisational and logistical issues;
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Profound knowledge of procurement, finance and accounting;
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Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. Microsoft Office);
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Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management;
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Confidential handling of data and information;
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Very good communication and social skills;
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Fluent knowledge of Arabic and English, both written and oral.
Application:
To be submitted in hard copy or soft copy in English: CV, Cover- and Motivation Letter to:
GIZ Office Khartoum, Amarat Street 3, House No. 15, Block 9, Amarat Town, Khartoum East
E-mail: sudan.procurement@giz.de the name of the position you are applying for must be entered in the subject line.
* We actively encourage applications from women and people with disabilities.
* If you do not hear from GIZ until the 30th September 2017, your application was not further considered.
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