Job Deion
Background

UNDP Lebanon provides support in the country across a wide set of areas, with particular focus on the following:

Supporting the design and implementation of a comprehensive reform agenda, as the first and essential step in the country's process toward reversing the vicious spiral of crises.
Simultaneously supporting the stabilization of core Government services and providing direct livelihood support through the crisis response programmes.
Work on linking the crisis response with longer-term inclusive governance and green development programming in line with what is feasible given the political context.
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 state, 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.

Position Purpose

The Procurement Specialist will work under the strategic guidance and direct supervision of the DRR and day-to-day working guidance of the Operations Manager to ensure proper management of the Country Office Procurement unit.

The Procurement Specialist ensures efficiency and integrity in procurement management and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality, strategic, and results oriented approach to all tasks; and works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.


Duties and Responsibilities

1.) Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures in Procurement and control of the workflows in the Procurement Unit
Elaboration and implementation of cost saving and reduction strategies.
Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, legal considerations and payment conditions, risk assessment.
Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
Managing reporting requirements to Senior Management on delivery of procurement services.

2.) Manages and guides procurement processes for CO, DIM projects, and at the request of other Agencies focusing on achievement of the following results:

Timely and duly monitoring on preparation of procurement plans for the office and projects and monitoring of their implementation.
Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Implementation of proper monitoring and control of processes for acquisition of individual contractors and Reimbursable Loan Agreements (RLA).
Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP), and Advisory Committee on Procurement (ACP).
Elaboration of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
Implementation of harmonized procurement services and, introduction of joint procurement for the UN Agencies, as necessary.

3.) Ensures the provision of efficient contracting services and supervision of the procurement and contracting team focusing on achievement of the following results:

Guide and supervisor the procurement team.
Undertake the entire international bidding process from pre-qualification and short listing of bidders, preparation of bids, issue, receipt and opening of bids, bid evaluation, clarifications, award approval, negotiations, contract finalization and award.
Management of contracts including receipt of performance bonds, insurance verification, issue of contract amendments and variation orders as necessary, outside and through UNDP’s Quantum.
Management of all UNDP works contracts in Lebanon including: coordination of programme engineering activities and personnel; alignment of specifications and standards; evaluation of engineering staff in conjunction with programme managers.
Maintain and update contract tracking system to ensure timely action and interventions on all contracts.

4.) Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
Sourcing and assessment of Lebanon Non-Government Organizations for selection and establishment of a roster of qualified local implementation partners.

5.) Identify and close capacity gaps in the Procurement Team and introduction best practices including standardized operating procedures:

Participate in technical meetings and provide recommendations to improve the project implementation in terms of procurement, based on capacity development needs.
Build skills, capacity and competency of the unit through various approaches and intervention including training, coaching and mentoring.
Enhance market analysis & sourcing strategies and establish rosters/LTAs.
Identify strategic procurement modality/process with programme staff to ensure providers of high-quality goods/services are procured timely and effectively.
Relationship building & partnership with internal clients and UNDP HQ (regional hub, Malaysia, Copenhagen procurement support offices).

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

Supervisory/Managerial Responsibilities: Responsible for supervision and performance management of Procurement Analyst and support personnel in Procurement Unit.

Competencies

Core Competencies

Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact.

Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems.

Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences.

Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands.

Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results.

Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration.

Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity.

Cross-Functional & Technical Competencies

Business Direction and Strategy-System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Management-Portfolio Management: Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment

Procurement & Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Procurement & Category Management: Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.

Data & Data Analysis: Ability to extract, analyze and visualize data to form meaningful insights and aid effective business decision making.

Procurement & Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Ethics & UN policy knowledge - ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Required Skills and Experience

Education:

Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or related field is required. OR
A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
CIPS level 4 is highly desirable for this position and candidates holding this level at the time of application will 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.
Experience:

Minimum of 7 years (with master’s degree) or 9 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
Experience in the use of computers and office software packages (MS Word, Excel, etc) is required.
Knowledge of web-based management systems such as ERP is desired.
Good coordination experience at different organizational levels plus knowledge and understanding of relevant UNDP administrative, financial and accounting policies and procedures is desired.
Experience in procurement of goods and services particularly in civil works or has held similar positions in other UN organizations is desired.
Demonstrated experience in leading and supervising teams is an advantage.
Prior experience in e-procurement is an asset.
Language:

Fluency in English language is required.
Knowledge of other UN languages in particular Arabic will be an added asset.