Vacancy Announcement for National Personnel for the German International Cooperation / Improving Access to Basic Social Services for IDPs and Local Population – IDPs (PN. 16.4056.4-001.00) implemented by the GIZ Office Sana’a.

The wide range of services offered by the Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH are based on a wealth of regional and technical expertise and on tried and tested management know–how. We are a German Federal enterprise and offer workable, sustainable and effective solutions in political, economic and social change processes. With immediate effect the GIZ Office Sana’a invites applications from qualified Yemeni nationals for the following position: 

• Position: Administrator (Procurement)
• End of Contract: 31.08.2022 (with possible extension)
• Post Location: Sana’a

Responsibilities

The Administrator is responsible for:

• providing administrative services for the project 
• the daily operational performance of tasks in relation to the procurement of services and goods (e.g. Local Subsidy agreements, rehabilitation of infrastructure, procurement and handing over of goods, etc.) and preparation and management of related contracts and other supporting documents 
• filing documents in reference files or in DMS (Online Documents Management System) in line with GIZ’s filing rules
• ensuring that all related financial and administrative regulations are complied with 
• maintaining of a good flow of communication and information between all involved institutions and counterparts and GIZ as well as within GIZ
• advising the partners of the IDP project regarding admin and finance regulations and processes
• supporting the accounting, fleet management and other administrative and financial activities, for which the main responsibility lies with the other Administrator of the project.

Main Tasks                                                            

The Administrator:

• is responsible for preparing supporting documents for procurements and advising colleagues in doing so, as well as for finalising the documents together with the colleagues from the GIZ Office – this refers to the procurement of services and goods (e.g. consultancies, Local Subsidy Contracts, Grant Agreements, rehabilitation of infrastructure, etc.)
• coordinates with the GIZ office on the mode of service delivery
• manages confidential files 
• updates the filing system monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
• ensures that project assets are in good order, e.g. that computers and software function properly
• organises administrative and logistical aspects of programme activities (meetings, workshops etc.) 
• participates in internal and external (team) meetings, workshops and assists with documenting these.
• accompanies other colleagues from the project to meetings if necessary, especially regarding meetings with project partners where administrative and financial procedures are discussed;
• Cooperates closely with the other administrative staff of the project;
• liaises with the other GIZ-national and international staff at all levels, especially closely with the communicates with other GIZ colleagues, local communities, relevant organizations (esp. project partners) within the programme’s environment in order to enhance and maintain good working relationships;
• makes sure that key stakeholders are actively involved in the planning, implementation and evaluation of administrative and financial activities;
• travels to the target regions, in accordance with the programme requirements.
• colleagues from the GIZ Office in Sana’a.
• is familiar with GIZ’s or similar procurement and communication rules and standards;
• is familiar with GIZ’s or similar projects and programmes of development cooperation and humanitarian assistance;
• represents the interests of the GIZ-assisted measures and always acts on its behalf.
• performs other duties and tasks at the request of management; 
• supports the overall risk management of the project and GIZ Yemen.

Required qualifications, competences and experience

• University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA) or administration.
• At least 5 years’ professional experience in a comparable position
• excellent working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• digital literacy
• confidentiality and awareness of data protection regulations.
• high sense of integrity and accountability.
• very good knowledge of English and Arabic languages, knowledge of German will be an asset
• experience of project management in an area related to the project’s requirements is desirable
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management 
• knowledge of the different regions of Yemen and sensitivity towards cultural aspects to take into account in the working environment
• willingness to travel inside and outside Yemen upon request
• experience in working with local NGOs is an asset.