Recruitment Notice: Junior Administrative and Financial Officer

•  Ensure the management of purchases and the monitoring of contracts, particularly for service providers in the project area;
•  Ensure the maintenance and storage of project equipment;
•  Ensure event management for the project on the organizational and logistical level;
•  Ensure compliance with financial and administrative requirements and the smooth running of processes, according to the GIZ regulations in force

•  Scrupulously respect the rules of discretion and confidentiality incumbent on the function;
•  Update accounting documents (local contracts, local purchases) and share information with global project finance managers in Bonn
•  Assume other activities and tasks as instructed by his superior;

Purchases & contracts

•  Ensure procurement of goods and services at local level in accordance with GIZ rules and procedures and ensuring value for money by comparing with procurement / contracts at national level.
• Establish purchase orders
•  Ensure competitive bidding, financial evaluation of bids received in accordance with GIZ P&R
•  Receipt of goods purchased with control of compliance with the request and notification of any damage
•  Assist in the verification of goods invoices, delivery slips, payment orders and complaints
•  Ensure the follow-up of service contracts and local subsidies;
•  Track the completeness and accuracy of supporting documents with partners
•  Check all the supporting documents before disbursement according to the expenditure commitment procedures and file them appropriately;
•  Support internal and external controls in their access to the necessary documents and apply the recommendations resulting from these controls

•  Ensure proper control of the proper use of funds and Project materials and equipment;
•  Coordinate the proper management of the office (monitoring of water and electricity bills, maintenance of equipment, maintenance and repair work);
•  Supervise the keeping of the inventory of goods and equipment of the project;
•  Monitor the proper use of service vehicles (logbooks, calculation of average vehicle consumption, interviews, administrative documentation);
•  Report in advance any out of stock of consumables to the CTP

•  Supervise the mission preparation procedure, in particular: logistics and mission orders 
•  Support the organization and logistics of workshops and other activities in the project intervention area
•  Support expense planning and payment management related to events
•  Support the development of contracts or purchase orders in the field of events;
•  Organize catering for internal and external meetings and workshops;
•  Contribute to the drafting of invitation letters and thank you letters;
•  Ensure the preparation of badges, table cards, attendance lists, list of equipment and participant kits;
•  Ensure that the necessary equipment (according to the agreed equipment list) is available, functional, complete and ready before the event;
•  Assist in setting up the room: layout of badges, table/easel cards, participant shirts, water, etc. ;
•  Pay mission expenses/transport packages to participants on the basis of the attendance list previously filled in;
•  Maintain a directory of event service providers (Restaurants, hotels, etc.;
•  Give a good impression of the project by a considerate attitude towards service providers and partners;
•  Ensure that the material used for the event is returned to the usual storage location;
• Track the payment of workshop invoices
•  Organize the reception and stay of consultants coming on mission in the project intervention area on behalf of the project.

• Qualifications, experience and skills required

•  University degree (Bac+3/4) or equivalent title in administrative and financial management / finance / or equivalent qualification

•  At least 5 years of experience in a similar position; references required
• Knowledge of GIZ procedures

• Have strong analytical skills
• Be independent and organized
• Good relationship skills
•  Have a good working knowledge of the use of information and communication technologies
• Mastery of office suites (MS Office);
•  Fluency in French (oral and written), good knowledge of English would be an asset;
•  Ability to treat data and information collected as part of the service confidentially;
•  Ability to work in a team and in a multicultural environment;
• Flexibility to travel to the field if needed