Procurement Associate

Lebanese Nationality ONLY

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women in Lebanon works across the humanitarian-development-peace and security nexus to support national efforts for the achievement of the 2030 Sustainable Development Agenda. To create an enabling environment for the realization of gender equality and women’s empowerment, UN Women advocates and supports social mobilization for legislative reform, works with the partners and the Government of Lebanon to build gender responsive institutions, and delivers essential services to women and girls in need – Lebanese and refugees. This is complemented by work that seeks to engage communities, women, and men, on issues of gender equality with the objective of addressing discriminatory gender norms.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Analyst, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. The Procurement Associate also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women in Lebanon works across the humanitarian-development-peace and security nexus to support national efforts for the achievement of the 2030 Sustainable Development Agenda. To create an enabling environment for the realization of gender equality and women’s empowerment, UN Women advocates and supports social mobilization for legislative reform, works with the partners and the Government of Lebanon to build gender responsive institutions, and delivers essential services to women and girls in need – Lebanese and refugees. This is complemented by work that seeks to engage communities, women, and men, on issues of gender equality with the objective of addressing discriminatory gender norms.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Analyst, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. The Procurement Associate also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

1. Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies

Provide substantive inputs to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Analyst;
Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
Follow up with internal and external audits;
Contribute to the development of sourcing strategies.

2. Organize procurement processes for the Lebanon Country Office

Prepare procurement plans for programmes/projects;
Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services;
Organize procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals;
Perform Buyer role in Atlas; prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
Prepare submissions to the Procurement Review Committee (PRC).

3. Organize contract management process for the Lebanon Country Office

Review/ process contracts for the Lebanon Country Office;
Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.

4. Facilitate knowledge building and knowledge sharing

Provide substantive input and support to the development of training materials, webinars and other education materials;
Organize trainings for the operations/projects staff on Procurement;
Synthesize lessons learnt and best practices.

5. Ensure proper control of assets

Prepare inventory reports;
Implement the inventory and physical verification check-up in the Lebanon Country Office and projects;
Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by Lebanon Country Office, Regional Office and HQ;
Arrange shipments and conference facilities.

6. Organize logistical services

Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;

7. Perform other administrative tasks as assigned by supervisor.

Key Performance Indicators:

Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
Timely and quality processing of purchase orders
Timely delivery of services by administration team
Proper and accurate maintenance of files and databases, documents are easily retrievable
Timely organization of logistics activities

Competencies

Core Values:

Respect for Diversity
Integrity
Professionalism

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example

Functional Competencies

Good knowledge of procurement process, systems; administrative rules and regulations;
Good knowledge in the use of spreadsheets and database packages;
Ability to work well under pressure and meet deadlines;
Ability to extract and interpret data;
Ability to administer and execute administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Strong IT and web based management skills.

Required Skills and Experience

Education and Certification:

Completion of secondary education is required;
Specialized training in Procurement; or a Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset;
Willingness to take UN Women internal procurement certifications is required.

Experience:

At least 6 years of progressively responsible experience in procurement, administration or related at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc);
Experience in handling of web-based management systems, such as Atlas is an asset.

Language Requirements:

Fluency in English and Arabic are required
Knowledge of the other UN official working language is an asset.