date of issueFriday, 23 May 2014
NumberService Contract- Until December 31 (Renewable)
project titleLebanese Elections Assistance Programme (LEAP)
Monday, 02 June 2014
I. Position Information
Job Title: Procurement Assistant
Duty Station: Beirut
Section/Unit: Governance- LEAP
Reports to: National Project Officer and CTA
Project reference: 00083474
Pay Level: SC-6
Source of Funding: 00083474
Duration of Employment: Until December 31, 2014 (renewable)
Parliamentary elections that were scheduled in Lebanon for June 2013 got postponed with a projected date -November 2014. Lebanese electoral actors, including the Ministry of Interior and Municipalities (MOIM), which has responsibility for election management, have identified the need for capacity-building initiatives, especially in relation to mechanisms for the implementation of reforms and enabling transparency and openness in the electoral process. Within this context, UNDP has established the Lebanese Electoral Assistance Programme (LEAP), which has the objective to strengthen the capacity of stakeholders for the conduct of transparent and inclusive elections in Lebanon. The project builds upon sustained engagement on electoral issues by UNDP since 2005, including a previous electoral assistance programme for the 2009 parliamentary and 2010 municipal elections.
Under the guidance and direct supervision of the National Project Officer and the Chief Technical Advisor (CTA), the Procurement Assistant will fulfill the below listed functions.
III. Functions / Key Results Expected
For Procurement of Goods & Services below $50,000:
Support in the preparation and participate in the distribution of requests for proposals and/or request for quotations and assist in the conduct of all aspects of offers evaluations; this includes, but is not limited to:
a.Assisting in the drafting of Terms of Reference (TOR’s) of services & Individuals Contracts;
b.Coordinating the IC shortlisting processes as well as the evaluation of offers, ensuring compliance with rules and regulations;
c.Abiding by the full integrity of the procurement process in compliance with rules, regulations and set objectives.
2-Contract Administration Functions:
•Ensure that contract operations are in accordance with UNDP regulations and procedures;
•Ensure that the objectives of contracts are met efficiently, effectively and economically; oversee adherence to contractual administrative and technical provisions;
•Follow-up with LEAP Officers on implementation reporting in either direction; document reports, deliverables, logs, etc… and follow-up on handling over of the outcomes to users or beneficiaries;
•Assist in settling issues and conduct all of the above in the best interest of the LEAP project, recommend amendments and extensions of contracts when need be.
3-Planning & Organizing Functions:
•Establish and maintain implementation schedules for ongoing projects and contracts;
•Assist in preparing progress and other reports (project procurement plans and regular activity updates).
The Procurement Assistant also handles other reasonable duties as assigned by the CTA and the National Project Officer.
•Experience in one or more of the various phases of the procurement cycle including procurement planning preparation, requesting quotations, project/contract execution or monitoring;
•Experience in reviewing Terms or References or Technical Specifications; drafting request for quotations, coordinating evaluations and negotiations; following up on contracts; acceptance processes; etc… for various types of purchases.
•Highest degree of ethics, integrity and professionalism that is mandatory for sound public procurement activities;
•Knowledge of UNDP policies, practices and procedures;
•Sound judgment in applying technical expertise to resolve complex and/or sensitive issues.
3.Planning and Organizing:
•Excellent organizational & analytical abilities;
•Ability to comply to tight deadlines and handle multiple concurrent contracts/activities;
•Ability to adapt to changing requirements and priorities;
•Exhibited ability to work individually and/or as part of a team.
•Strong interpersonal skills and ability to establish and maintain effective working relations with people.
V. Recruitment Qualifications
Education: A university degree (Bachelor or equivalent) in commerce/business studies, public administration, preferably in fields related to procurement or project management.
Experience: At least 3 years of relevant professional experience with a University Degree. Prior experience with UN agencies or the Public Administration is preferable.
Language Requirements: Fluent in written and oral Arabic and English. French is an asset.