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Senior Procurement & Finance Officer

 

Grade: NOB  

Vacancy no.: BEY/DC/2021/36
Publication date: 08 October 2021
Application deadline (midnight local time): 22 October 2021

 

Job ID: 6765 
Department: RO-Arab States/DWT-Beirut 
Organization Unit: RO-Arab States/DWT-Beirut 
Location: Beirut   
Contract type: Fixed Term 

Contract duration: 12 months with a possibility of extension 


 

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.



In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

 

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • External candidates* 

*The recruitment process for National Officer positions is subject to specific local recruitment and eligibility criteria.

 

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

 

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

 

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 102,079,000.- LBP yearly.

Introduction

Responding to the continuing Syrian refugee crisis, the Employment Intensive Infrastructure Project in Lebanon (EIIP) aims to create jobs for vulnerable Lebanese host community members and Syrian refugees through construction and maintenance of locally prioritised infrastructure, where Local Resource-Based Technology (LRBT) and Decent Work strategies are chief strategies. ILO is working in coordination with the Ministry of Labour, the Ministry of Social Affairs, technical line ministries and local authorities, with funding provided by the German government through KfW.

Decent Work principles is a key differentiator for the EIIP compared to other similar interventions. This will continue to be promoted and strengthened during the course of the project. A focus on decent work, capacity building and awareness raising activities has helped to secure participation of women and Lebanese workers on the projects.

The Project creates mid- to long-term job opportunities for Lebanese (in particular skilled labour in the construction sector) as well as temporary work opportunities for Lebanese job-seekers (semi-skilled) and Syrian refugees.

The programme includes planning, procurement and monitoring of a large volume of high value infrastructure contracts.

Reporting lines

Under the overall guidance and supervision of the Chief Technical Advisor of the Programme, the Senior National Procurement and Finance Officer will work in close collaboration with the Finance Unit of the Regional Office, PROCUREMENT at Headquarters and all members of the EIIP Team, contributing to the implementation of the Programme in the areas of his/her competence. The responsibilities of the job requires that the incumbent perform a broad selection of representative tasks:  

Description of Duties

Procurement:

1. Work in close collaboration with the Procurement Officer at HQ and Programme Unit in Lebanon to monitor and support the preparation of all procurement documents including ToRs, bid documents, contracts and programme technical and financial reports and update the Online Procurement Platform (OPP)

2. Collaborate with the International Engineer and CTA to monitor the project’s procurement process to assure quality and transparency and to monitor and support with contract management.

3. Conduct market assessments to keep abreast of significant market trends, update the vendors/contractors' list, identify new vendors and evaluate those who already completed contract with the ILO, and participate in negotiations with vendor representatives as required by the CTA.

4. Provide guidance to the Project team on procurement related matters and on contract administration, and support preparation of RFQs, RFPs and ITBs and, where applicable, manage the procurement activities through In-tend and the UNGM Platform (ILO e-tendering system).

5. Identify, analyze and assess risks for major contracts and prepare a risk monitoring matrix including a risk mitigation strategy.

6. Lead the bid opening of EIIP tenders, participate in the technical and financial evaluation of bids and draft Evaluation Reports for submission to PROCUREMENT.

7. Prepare and complete KPI's for each contractor/contract to monitor contractor's performance, and report failures, non-compliance and below par performance in IRIS.

8. Provide all other inputs required for successful implementation of the procurement component of the project as assigned by the CTA.

 

Description of Duties (continued)

Finance:

1. Initiate, coordinate and supervise activities related to administrative and financial services of the project to ensure that timely support is provided, and liaise with ROAS and headquarters staff on administrative and financial matters.

2. Primary Controller, making sure that internal administrative and financial controls are maintained and in compliance with ILO's rules and regulations, including quality of financial reports produced by project team members.

3. Prepare project budgets, budget revisions and re-phasing, and carry out budget forecasts.

4. Initiate and follow up Minute Sheets and Purchase Orders in IRIS and provide appropriate budget codes against all payments related to the project.

5. Maintain contact and liaise with other UN agencies for matters related to UN2UN agreements, LTA's and piggybacking, security matters, and interagency meetings on financial and administrative matters.

6. Supervise and guide the project based Admin and Finance Assistant on all administrative and financial activities, including oversight of driver's schedules and petty cash managed by the assistant

7. Extract specific financial data, compile and maintain statistics and prepare analytical reports for the CTA relating to the budget and procurement activities of the project.

8. Provide all other inputs required for a successful implementation of the financial and administrative component of the project as assigned by the CTA.

Required qualifications

Education

An advanced University degree in Business Administration, Procurement, Finance or other closely related field. A Bachelor’s degree with minimum 5 years relevant work experience may be considered in lieu of an advanced degree;

Experience

At least 3 years professional experience in relevant field of procurement and Finance at the national level. Preferably with an experience working in a United Nations organization, including in implementation of projects would be an asset. Experience of and familiarity with procurement policies and procedures in a United Nations organization would be an asset.  

Languages

Excellent command of English and Arabic.

Competencies

  • Knowledge of the office financial rules, administrative and personnel rules, regulations and procurement procedures.
  • Knowledge of the ILO ERP System (IRIS) is a plus.
  • Knowledge of National/Local laws and regulation as pertinent to the areas of responsibility.
  • Good knowledge of the context and challenges for the project areas of expertise
  • Ability to work independently, quickly, precisely, and take initiative and responsibility with a minimum of supervision and under pressure.
  • Strong organizational abilities and ability to work to tight deadlines. 
  • Strong analytical skills and ability to justify requirements and approaches to problem resolution.
  • Ability to clarify information.
  • Demonstrate collaborative and team work experience with good interpersonal skills and ability to work effectively with a multicultural and interdisciplinary team as well as work on his/her own initiative.

Competencies (continued)

  • Work effectively with a large team of the international and national professionals, various government agencies, funding and development partners, such as KFW, UNDP, NGOs and ILO Technical Units.
  • Taking responsibility for performance, manage staff, funds, time and other resources efficiently in order to achieve results.
  • Ability to deal with people with tact and diplomacy and to build strong working relationships. 
  • Sensitivity to diversity - work effectively with multi-national, multi-ethnic project team members and have a gender sensitive behaviour and attitude
  • Must display a high standard of ethical conduct and exhibit honesty and integrity.
  • Knowledge of negotiated procurement procedures and the pertinent national and international laws and regulations.
  • Communication skills in writing and editing reports and publications, lead workshops, trainings, conferences and working teams.
  • Proficient in Microsoft Words, Power Point, Excel, web-browsers and database applications
  • Capability to guide, supervise and coordinate work of others, working as a team, as well as work on own initiative.
  • Proven ability to deal with confidential and sensitive matters.

optional section (if needed)

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.


 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.