Procurement Associate-NPSA 7 Vacancy-Job Ref: ACLBUNDP/0621/20230624

Procurement Associate-NPSA 7 Vacancy-Job Ref: ACLBUNDP/0621/20230624
Beirut (Lebanon)
JOB DESCRIPTION
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
In addition to the spill-over from the Syria war, where Lebanon continues to host the largest refugees per capita population in the world, the situation in the country was further exacerbated by an unprecedented economic and financial crisis, hyper- inflation and a drastic devaluation of the Lebanese currency, the covid-19 pandemic that broke out in early 2020, the Beirut Port Blast of August 2020, and a political stalemate that still stand in the way of financial and economic rescue plans.
The UNDP Crisis Prevention and Crisis Response Programme (CPCR) supports the Government of Lebanon in strengthening Lebanon’s resilience to threats posed by conflicts and disasters.
The Programme works in several thematic areas, including policy support on disaster risk management, improving living conditions for Palestinian Refugees in Palestinian Gatherings, supporting the post recovery efforts in the area next to the port of Beirut, and supporting the most urgent needs of the Lebanese host communities, while at the same time bridging its interventions to longer term development to strengthen the humanitarian development nexus.
UNDP helps host communities, actors and (unions of) municipalities to sustain crucial service delivery and stability by:
boosting support to productive sectors and income-generating activities (including micro, small and medium enterprises and start-ups), including women-led initiatives.
prioritizing solar (and other renewable energy) solutions to reduce operating costs and enable municipalities and unions of municipalities to provide basic services, such as solid waste, wastewater and water management.
ensuring a conflict-sensitive and inclusive process with the ulterior goal of building peace and enhancing stability and good governance in host communities.
Enhancing the capacities of local authorities to engage in area-based planning and consider different scenarios that respond to the needs of host, refugee and IDP populations.
UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.
Institutional Arrangement
The Procurement Associate will work under the guidance and supervision of the CPCR Programme Associate and the CPCR Programme Manager.
Duties and Responsibilities
Ensures administration and implementation of the operational strategies focusing on achievement of the following results:
Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a clientoriented procurement management system.
Elaboration and implementation of proposals and implementation of cost saving and reduction strategies in consultation with office management.
Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, eprocurement introduction.
Organise procurement processes for the CPCR Programme and Projects:
Preparation and consolidation of procurement plans for projects and monitoring of their implementation.
Organisation of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, technical requirements prepared by projects in relation to the procurement of individual contractors, goods, services, and works, and ensure their compliance with the UNDP Procurement rules, regulations and processes;
Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems.
Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).
Act as procurement focal point and support and advise evaluation panels on procurement rules, regulations and principles and ensure that panel members uphold and apply procurement principles of fairness, transparency and impartiality while evaluating bids received from vendors;
Review and finalize the evaluation report and other required evaluation documents in accordance with the UNDP Procurement processes and follow up with the Procurement Department for contract issuance procedures;
Organize on a quarterly basis, site visits to ensure vendor’s compliance with scope of works, technical specifications and other requirements for major deliverables related to critical contracts signed by UNDP with vendors;
Intervene, when necessary, in coordination and with guidance from the Procurement Department, in the settlement of problems/disputes/misunderstandings between UNDP projects and vendors.
Support to Projects and Programme in procurement-related matters:
Assist Project Managers and project personnel in all procurement-related tasks;
Propose to Project and Programme teams solutions for complex cases pertaining to the procurement of goods/services/works;
Ensure facilitation of knowledge building and knowledge sharing in the CO, focusing on the following:
Organize on a bi-yearly basis (or upon request), in coordination with the Programme and Procurement teams, working/training sessions to project teams on procurement rules, regulations, Standard Operating Procedures and updates;
Synthesis of lessons learnt and best practices in Procurement;
Create and maintain good working relationships with colleagues from the Procurement department and other colleagues from different UNDP programmes and projects, to share knowledge, lessons learned and best practices where and when possible.
Assume any other procurement related activities, when required from the Programme Associate or Programme Manager.
Required Skills and Experience
Education:
Completion of Secondary Education is required; or
Bachelor’s degree in Business Administration, Project Management, Economics, or any related field to procurement.
Experience:
Minimum 7 years with secondary education or 4 years with a Bachelor’s degree of progressive relevant working experience in procurement-related tasks and deliverables within a structured organization (private sector, UN, or NGO).
Required Skills:
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management systems such as ERP.Good organizational skills;
Good sense of prioritization;
Excellent analytical and negotiating skills;
Ability to work under pressure, meet deadlines and show flexibility;
Ability to work independently and as part of a team;
Excellent communication and interpersonal skills;
High Ethical standards
Desired skills in addition to the competencies covered in the Competencies section:
At least 3 years in managing public sector procurement of goods and services would be an advantage.Previous experience with the United Nations is an asset.
Working knowledge of French is an advantage.
CIPS level above 3 is an asset.
Required Languages:
Proficiency in the English and Arabic languages is required
Please click on the button below to Apply.