Muhammad Ehsan Afzal

• Carries out local/international procurement of goods and services in accordance with GIZ rules and regulations and where required with GIZ Head Office
• Supporting technical teams/focal persons of all GIZ Projects in preparation of standard TORs, budget, contract award justification, selection of the contractor/firm for contract preparation within project/CO.
• Prepares bid documents and publishes tenders in the print media
• Ensures proper receipt of bids and proposals and documents this in tender opening protocols as per GIZ guidelines
• Processes procurement orders/contracts through SAP ProSoft/CoSoft
• Prepares financial evaluation of tenders and supports the technical evaluation process jointly with the concerned project
• Supports the negotiation process with the supplier, consultants, and firms jointly with the project as required
• Prepares Local Subsidy, Financing Agreement, Construction and Consulting Contracts
• Files and maintains a data base of respective contract-related documents
• Issue and Review RFP for further preparation of contracts
• Negotiates with the consultant and firms on the submitted bids/financial proposal
• Negotiates contract terms, payment structure and reimbursement with the bidders
• Process the construction contracts and Managing construction schedules and budgets and making sure construction projects meet agreed technical standards
• Ensuring that signed contracts are communicated to all relevant parties to provide contract visibility and awareness, interpretation, and implementation
• Maintain and timely update a data base for tracking of all procurements
• Maintain all required documents in the procurement file for every procurement according to O&R
• Maintains an updated database of fee schedule for local consultants
• Procures materials and equipment locally, monitors markets and processes orders in accordance with GIZ regulations
• Scan and upload the signed contracts on local as well as DMS server.
• Handling over of contract files to finance department after contract conclusion
• Update of procurement databases

Procurement of Goods:

• Notifies projects and programmes of delivery location and time
• Follow up of the delivery according to agreed delivery date and destination
• Verification and archiving of all delivery and import documents
• Ensures that the goods receipt is documented in the procurement file and in SAP
• Arranges for the safe transfer of goods to their end destination
• Processes cases of damage in transport
• Procures office stationery items/ PR material/printing
• Arranges advertising in local print media as required
• Supports the processing of customs declaration procedures (duty-free import of goods, entering information in customs declaration database, producing statistics)
• Supports the checking and follow up of deliveries by ship/air from customs
• Supports the organizing and coordinating of collection of goods
• Prepares exemption documents to be submitted to EAD and custom clearing agent
• Conducts market surveys e.g., for machines and IT equipment-related vendors

Procurement of Services
• Preparing consultancy contracts and follow the standard bidding process and dealing with all questions arising regarding contracting.
• Preparing bidding documents and publication for tenders in the print media as required.
• Receiving bids and proposals from vendors, consulting firms and individual consultants, ensuring tender opening protocols as per GIZ guidelines.
• Carrying out the financial evaluation, of the submitted offers/bids and provide support to the concerned staff in the technical evaluation process.
• Procures services and materials locally, and monitor markets, send invitations to consultants and processes orders in accordance with GIZ regulations.
• Developing/elaborate difference types of contracts up to 100, 000.00 Euro e.g. Local Subsidy Contracts, Financial Agreements and Consulting Contracts and construction contracts.
• Provides orientation and helps the short term consultants regarding GIZ invoicing and payment procedures.
• Maintaining database of fee schedule and payment status for local and international consultants
• Processing and calculating the daily allowance and the payment according to the evidence provided by the consultant or as per the detail mentioned in the contract.
• Evaluate the CVs of the consultants, TORs and technical proposal before awarding the contracts.
• Compiling relevant information for collaborative activities with other projects and missions by external consultants.
• Provide support to the technical advisor for preparation of standard TORs for awarding the contract.
• Supporting the consultants for the logistic arrangements e.g. room reservation, flight booking etc.
• Take bids through different vendors regarding purchasing office furniture, IT equipment according to the requirement.

Human Resources
• Announcing vacancies in the newspaper as per GIZ standard and rules
• Supporting in all human resource (HR) recruitment matters e.g. short listing of Finance and Administration staff, setting up of appointments with the shortlisted applicants for interview, and completes all the procedural and process related formalities/documentation for financed and Administration as well as technical staff for forwarding the recruitment requests to HRM GIZ and follows it up till contract elaboration by GIZ HRM.
• Determining applicant qualifications by interviewing applicants; analyzing responses; verifying references; comparing qualifications to job requirement
• Maintaining leaves record of all national personnel as well as compensatory time off records of all staff posted in Islamabad, Lahore and Peshawar.
• Assisting in the coordination and delivery of orientation to staff along with managing and updating of orientation folders for national staff.
• Maintaining and developing the filing system of personnel.




Finance (Project Budgeting and Monitoring)
• Searches and extracts financial data from SAP and DMS necessary for updating the cluster and output-wise contract management database (national & international)
• Supports project team in monitoring the execution of national and international contracts
• Supports the financial controller (FC) for carrying out the financial planning & monitoring of program budget; splitting up of costs and expenditure (quarter/month and cluster-wise while strictly adhering to the GIZ PuR;
• Ensuring the correctness of applicable KOMP code for each activity of the programme for monitoring the activity.
• Assists financial controller in monitoring and analyses of budget spending according to BMZ requirements and other donor (in case of co-financing).
• Assists (FC) for carrying out financial monitoring by searching and extracting real time financial data from voucher files, cost sheets and SAP on cash flow.
• Assist (FC) for creating inputs and updating the financial planning data of Result matrix structure in the Onsite Operations for LoGo II.