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:

• Ensure compliance with UNDP’s rules and regulations by overseeing adherence to both administrative and technical requirements.
• Act as the focal point for the procurement unit, coordinating follow-ups on MEMOs, NTFs, evaluation documents, certificates of completion, and performance records.
• Review terms of reference (TOR) for services, civil works, goods projects, individual contracts (ICs), or any other procurement streams, ensuring all required documentation is included before sharing with procurement for posting on UNALL.
• Review and clear evaluation reports in coordination with the project team before submitting them on Quantum.
• Maintain implementation schedules for ongoing projects and monitor their progress against established baselines.
• Oversee and assist Procurement Assistants in supporting the procurement processes.

Responsible for delivery, tracking and budget support related tasks:

• Follow up and monitor deadlines for payment milestones of contracts/POs and ensure all the payments are made within the donor (s) deadline. 
• Track expenditures related to the direct implementation of activities. Coordinate closely with the GID M&E Reporting Officer, Project Manager, Project Analyst, Project Associate, project team, and program, ensuring proper tracking of activities and deliverables in alignment with targets.
• Prepare logs for procurement plans, fund and budget tracking, and provide regular activity updates.

Provide support for effective administrative control of the project:

• Prepare timely field reports on progress of various projects.
• Assist in the preparation of monthly, quarterly and final progress reports.
• Manage and administer all contracts related to projects under his/her responsibility.
• Maintain accurate records and archives of all projects/activities, including financial records, data, photos, reports, correspondence, and minutes with municipalities and contractors.
• Provide support to Renewable Energy Projects and GID team with additional tasks as required.

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

• Participate in training sessions and organize briefings on internal procedures for the project staff. 
• Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.

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

Required Skills and Experience

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.