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Project Assistant (Procurement)

OVERVIEW

Parent Sector : Field Office

Duty Station: Beirut

Job Family: Education

Type of contract : Non Staff

Level : 

Duration of contract : From 1 to 6 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 28-JAN-2021

Only Lebanese Nationals and/or persons with the right to work/live in Lebanon are eligible to apply. 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

 

OVERVIEW OF THE FUNCTIONS OF THE POST

UNESCO is leading the coordination of rehabilitation of academic institutions - schools, TVET institutes, and universities post Beirut blast explosion which occurred on the 4th August, 2020.  UNESCO’s role is to coordinate the schools’ rehabilitation efforts, partnerships, finance, implementation, monitoring, and reporting.  UNESCO seeks to recruit a Project Assistant to provide administrative/procurement support for effective implementation of the rehabilitation works.  This is a temporary position valid for 06 (six) months only.  Due to urgency, the successful applicant should be willing to start work by latest 08 February, 2021.

Long Description

Under the overall authority of the Director -UNESCO Beirut Office, and the direct supervision of the National Professional Officer (Regional ED Co-ord.), the Project Assistant shall undertake the following tasks and responsibilities:

  • Provide general administrative and procurement support to the rehabilitation projects portfolio.
  • Inform management and team members on processes, procedures, and timeframes necessary to secure administrative approvals for effective project execution.
  • Assist in conducting market research and identification of potential suppliers/vendors.   
  • Assist in preparation of tender documents, support solicitations launches/publishing, collate vendor details, set up & maintain vendor accounts, and attend to other related duties.   
  • Provide administrative support to the bid selection committee.  Under the guidance of the responsible Procuring Officer assist in Bid openings, screening, and logging.
  • Assist in preparation of submittals for HFO/Contracts Committee review and follow up on subsequent approvals.   Coordinate dissemination of pertinent documents to concerned parties and ensure appropriate follow-up action. 
  • Review, record, and prioritize purchasing requests; verify vendor availability and funding sources.
  • Launch purchase requisitions and contracts in DUO post award in accordance with UNESCO Admin policy and supervisor’s instructions. 
  • Assist Contract Owner in collation and verification of pre-works legal/financial documents as set out in the governing contractual documents.  Maintain relevant files and keep track of any contractual agreements, systems contracts, contractual documents, etc.

Long Description

  • Monitor status of open requisitions continuously; maintain contact with vendor(s) to ensure timely submittal of deliverables under contract as directed by Supervisor.  Provide administrative support in evaluation of deliverables, during substantial and final works acceptance, as well as during contract close out.  
  • Assist supervisor in review of invoices to ensure they conform to contractual requirements and adhere to UNESCO invoicing formats.  Follow up on timely submittal of payment claims/invoices to Admin.  Alert Supervisor on invoice processing timeframes, outstanding/delayed payments, bottlenecks, etc.
  • Gather, maintain, and update project data, documents, work plans, budgets, and other relevant information/records to support management decision making, project planning and/or donor reporting. Assist in verification of gathered data for relevancy, accuracy, and completeness.    
  • In collaboration with the rehabilitation team members, coordinate administrative support needs for meetings, events, consultations, etc., with UNESCO rehabilitation partners, MEHE and other academic institutions.  Take minutes as/when requested.  Arrange logistical support as directed by the Supervisor.  Initiate travel authorizations for team members as necessary. 
  • Prepare routine correspondence as directed by Supervisor.  Verify all outgoing correspondence for completeness, accuracy, and compliance to UNESCO format/standards. Compile, maintain, and update mailing/contact lists.
  • Respond to inquiries regarding requisitions, purchase orders, contracts, etc.; follow up on outstanding routine matters. Liaise with other UNESCO units to obtain additional information/ clarifications where necessary. 
  • Any other duties as may be assigned by the supervisor

Long Description

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education:

  • Bachelor’s Degree in Business Administration or related field;

 

Work Experience:

  • Minimum 2 years’ relevant experience in office administrative and/or procurement support.

 

Skills:

  • Excellent knowledge of IT and basic computer packages (i.e. word, Excel, PowerPoint)
  • Excellent verbal and written communication Skills
  • Excellent organizational skills, ability to prioritize; great attention to detail
  • Excellent coordination, teamwork and inter-personal skills

 

Languages:

  • Fluency in written and spoken English. 

DESIRABLE QUALIFICATIONS

Education:

  • Supplementary courses in procurement highly desirable e.g. CIPS, etc.

 

Work Experience:

  • Experience supporting Public Procurement - preferably for construction/rehabilitation projects preferred.
  • Experience with UN Agencies and/or knowledge of UN procurement is an added advantage.

 

Languages:

  • Fluency in written and spoken English.  Good knowledge of Arabic and French is an added advantage.

BENEFITS AND ENTITLEMENTS

Rename the “BENEFITS AND ENTITLEMENTS title to “APPLICATION PROCESS, and use additional sections if required to add other relevant information.

Otherwise you can delete this section.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO applies a zero tolerance policy against all forms of harassment.

UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.