Position Information

Project: UNDP Lebanon, County Office, Procurement Unit, Projects
Title: Procurement Associate
Expected starting date: As soon as possible
Project Description

Under the guidance of the Operations Manager and direct supervision of the Procurement Specialist, the Procurement Associate provides procurement services to UNDP projects as well as to UNDP supported agencies. He/She ensures high quality, fast delivery, and accuracy of related work. The Procurement Associate promotes a client focused, quality and results, oriented approach within the Unit. The Procurement Associate works in close collaboration with the operations, programme, and projects personnel in the CO and UNDP HQs to exchange information and ensure consistent service delivery.

Scope of Work

a) Ensures 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.
• Support in CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management.

b) Support in organizing efficient procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
• Preparation of procurement plans and procurement strategies for the office and projects and their implementation monitoring.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts, contracting and contract management in full compliance with UNDP rules and regulations.
• Preparation of purchase orders and contracts in and outside the new procurement system, preparation of recurring purchase orders for contracting of goods, works of services, vendors’ creation in the new procurement system. Buyers profile in the new procurement system.
• Support reparation of high-quality submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (RACP/ACP).
• Support in implementation of the internal control system which ensures that purchase orders are duly prepared, dispatched and closed immediately upon their receipt and payment. Timely corrective actions on POs with budget check errors and other problems.
• Presentation of reports on procurement in the CO and projects
• Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
• Support in implementation of joint procurement processes for the UN Agencies in line with the UN reform.
• Support to oversight of the procurement function.
• Provision of researched information for formulation and implementation of cost savings and reduction strategies in consultation with direct supervisor and office management.
• Provide support in efficient clearance for the management’s approval of the procurement processes and documentation prepared by programme and projects and other UN agencies, among others TOR/specifications/SOW, solicitation documents, evaluation of received offers, contracts, etc in and outside the new procurement system.
c) Support in implementation of sourcing strategy focusing on achievement of the following result: 
• Support in development and updating of the rosters of suppliers, implementation of supplier selection and evaluation.
d) Support in facilitating in knowledge building and knowledge sharing in the CO/ Projects focusing on achievement of the following results:
• Organization of trainings for the operations/ projects staff on Procurement.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

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

The selected incumbent will be working under the overall guidance of the Operations Manager and under the direct supervision of the Procurement Specialist at the UNDP Country Office
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

•    Business Management: Change Management
Ability to prepare, support, and help individuals and teams in designing and implementing organizational change

•   Business Management: Communication
-Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
-Ability to manage communications internally and externally, through media, social media and other appropriate channels

•    Business Management: Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

•    Procurement: Data management
Knowledge of processing, storing, and validating procurement data

•   Procurement: Procure-to-Pay
Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

•    Procurement: Sourcing
Ability to find, evaluate and engage suppliers of goods and services
Minimum Qualifications of the Successful NPSA

Education
• Secondary Education is required; or
• University degree in Business Administration, Public Administration, Finance or Economics or any related fields will be given due consideration but not a requirement.
• CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience
• Minimum 6 years (with secondary education) or 3 years (with a Bachelor’s degree) of progressive relevant experience in the field of procurement at the national or international level.

Required skills
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling web-based management systems.

Desired skills 
• Experience or familiarity with the interpretation and application of United Nations or UNDP procurement policies, rules and regulations is desirable.
• Experience or familiarity with UNDP operational and reporting systems, including experience using an ERP system is desirable.
• Work experience with the United Nations system or international organizations is an advantage.

Required Language(s)
Fluency in English and Arabic is required.