Administrative and Procurement Associate

Background

The Green and Inclusive Development Programme is one of the main areas of focus in UNDP Lebanon; currently implements numerous projects in Lebanon that range in thematic areas from climate change, biodiversity conservation, institutional support, industrial depollution, decentralized renewable energy projects and solid waste management. The programme also works on the support of host-communities in response to the Syrian refugee crisis and is the Social and Environmental Safeguards focal point for the office; therefore, the team also ensures the integration of environmental best-practices into the overall implementation strategy of UNDP. 

The “Improving Energy Security and Promoting the Transition to Sustainable Energy’’ in Lebanon project is funded by KFW, managed and implemented by UNDP Country Office. The overall objective of the project is to provide solar energy solutions to the public sector, thus ensuring the continued provision of essential services and to bridge the energy gap that the national utility is unable to meet now. By doing so, the cost of electricity on the national budget is also lowered which would alleviate the financial burden on both the central government and on the sectors themselves, allowing them to use the financing for other essential services that are needed.

The UNDP is seeking to recruit an Administrative and Procurement Associate for this project with the main responsibility of providing the project support and operational coordination related primarily to procurement processes related to the project activities funded by KFW.

Duties and Responsibilities

Under the direct supervision of the Project Manager, the Administrative and Procurement Associate will be responsible for the following tasks:

Provide support in the Procurement process and related tasks:

Responsible for delivery, tracking and budget support related tasks:

Provide support for effective administrative control of the project:

Support knowledge building, knowledge sharing and capacity building relevant to the assigned project:

The incumbent performs other duties within their functional profile as deemed necessary forthe efficient functioning of the Office and the Organization.

 Institutional Arrangement

The Administrative and Procurement Associate will be working under the overall guidance of the Project Manager. The incumbent will be based at UNDP Country Office in Beirut.

Competencies Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements  Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible  Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies  Thematic Area Name Definition Business Management Project Management

Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Administration & Operations 

Documents and records management 

Overall document (hard or electronic) management; registry and retention policy including storing and archiving  Finance  Financial planning and budgeting 

Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting  Procurement  Contract management 

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations  Business Management Risk Management

Ability to identify and organize action around mitigating and proactively managing risks Business Management Monitoring & Evaluation 

 Ability to systematically monitor results of

strategies, programmes, and activities with a view

to make sure that they are being implemented

effectively; Ability to provide managers and key

stakeholders with regular feedback and reporting

on the consistency or discrepancy between

planned activities and programme management

and results.

Ability to make independent judgment of the

management and results of strategies,

programmes and activities based on set criteria

and benchmark, keeping in mind the needs and

concerns of client, current and upcoming.

Knowledge and understanding of monitoring and

evaluation frameworks, concepts, methodologies,

systems, processes, and tools. Ability to make an

independent judgement based on set criteria and

benchmarks. Ability to anticipate client's upcoming

needs and concerns. Procurement  Procurement Management 

The ability to acquire goods, services or works from

an outside external source

Required Skills and Experience Min. Academic Education

have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be 

obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time 

of application will have a proportionate advantage. Min. years of relevant Work experience  Minimum7 years (with secondary education )or 4 years (with a Bachelor’s degree) of progressive relevant experience in procurement-related tasks and administrative services is required.. Required  skills