The EIIP programme was established in 2017 to support the communities and people affected by the Syrian crises in Lebanon. EIIP creates short term jobs for vulnerable Lebanese host community members and Syrian refugees through construction and maintenance of locally prioritised infrastructure through the local resource-based technology (LRBT) approach. Projects follow the ILO Environmental Safety and Social Safeguard Framework (ESSF). This is closely monitored by field supervisors along with the application of the Decent Work (DW) methodology. Additionally, there is a focus on institutional capacity building and awareness raising activities to encourage the participation of women and people with disabilities in the project activities. For more information refer to eiiplebanon.com

The Procurement and Finance Officer, plays an important role project, managing the procurement, financial and administrative processes for the project. This includes managing multiple works contracts for the infrastructure projects.

Reporting lines

The Procurement and Finance Officer will be based in Beirut and will work under the direct supervision of the Chief Technical Advisor (CTA) of the EIIP Programme in Lebanon. The incumbent will also operate under the overall guidance of the Matrix Manager, Chief of Regional Administrative Support (CRAS), from whom she/he will receive technical backstopping. The incumbent will work closely with the Regional Administration and Finance Unit, the Procurement Bureau (PROCUREMENT) at headquarters, and the team members of the EIIP Programme.

Procurement:

1. Prepare, manage and provide support for all procurement documents including ToRs, bid documents, contracts and programme technical and financial reports. Work in close collaboration with the Regional (ROAS) Procurement and the PROCUREMENT offices.
2. Launch RFQs, ITBs and RFP on ILO Sourcing System. Lead the bid opening of EIIP tenders, participate in the technical and financial evaluation of bids and draft evaluation reports for submission.
3. Manage and monitor the project’s procurement and contract management process to assure quality and transparency to ILO and donor requirements and in compliance with the sustainable procurement principles, including preparing and updating procurement plans and the Operational Procurement Plan.
4. Monitor contractor’s performance and report failures, non-compliance and below par performance. Prepare and complete monthly KPIs in addition to Contractor Evaluation Reports in collaboration with the technical project staff.
5. Provide advice on the specifications, delivery dates, potential suppliers and optimal procurement strategies.
6. Conduct market assessments to keep abreast of significant market trends, update the vendors/contractors list, identify new vendors and evaluate those who completed contracts. Participate in negotiations with vendor representatives as required.
7. Provide procurement related sessions for internal and external parties (e.g. contractors) to improve understanding on fundamental principles of Procurement Function.
8. Provide guidance to the project team on procurement related matters and on contract administration, and in support preparation of RFQs, RFPs and ITBs.
9. Prepare required technical progress reports and ad hoc reports on the status of project planning and implementation for submission to the ILO and the donor and submit them to the Chief Technical Advisor for further review and guidance.
10. Identify, analyze and assess risks for major contracts and prepare a risk monitoring matrix including a risk mitigation strategy.
11. Provide coordination for activities related to administrative, logistics and security services of the project.
12. Provide all other inputs required for a successful implementation of the procurement component of the project as assigned by the CTA.

Finance:

1. Initiate, coordinate and supervise activities related to administrative and financial services of the project in compliance with the financial rules and regulations and liaise with ROAS and HQ staff on administrative and financial matters. Prepare project budgets, budget revisions and re-phasing, and carry our budget forecasts.
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. Initiate and follow up Minute sheets and Purchase Orders and provide appropriate budget codes against all payments related to the project.
4. Maintain contact and liaise with other UN agencies for matters related to UN2UN agreements, LTA’s and agreement piggybacking, security matters and interagency meetings on financial and administrative matters.
5. Supervise and guide the project Admin and Finance Assistant on administrative and financial activities, including driver supervision.
6. 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.
7. Participate in the budget preparation and with the financial closure of the year and make sure all transactions are processed on time, accruals are recorded, and re-allocation of funds is properly managed in close coordination with the CTA and Regional Programme Unit. Prepare Budget revisions to re-allocate & re-phase funds as appropriate.
8. Provide all other inputs required for a successful implementation of the financial and administrative component of the project as assigned by the CTA.

An advanced University degree in Business Administration, Procurement, Finance, Contract Management 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.  Additional study or training or a recognized qualification in procurement (e.g., UNDP/CIPS certification Level 3 or equivalent) is an asset.

Experience and familiarity with e-sourcing platforms would be an asset. Experience in training and/or communications would be an asset.

At least three years of experience in Procurement, Project management, Works Contract Management, supervision, administration and implementation of grant/cooperative agreement requirements. Experience of and familiarity with procurement policies and procedures in a United Nations organisation is required (experience in implementation of projects would be an asset).

Technical requirements: Good knowledge of the UN System, including the UN Procurement and Financial Rules and regulations.

Excellent knowledge of English and Arabic.

• Knowledge of office financial rules, administrative and personnel rules, regulations and procurement procedures.
• Good knowledge of the context and challenges for the project in the operational context.
• 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.
• Ability to maintain good working relationships with all project stakeholders.
• Ability to establish and maintain systems within project operations.
• Demonstrated ability to manage technical co-operation projects of international organizations.
• Ability to conduct action-oriented research and write analytical technical report in English.
• Ability to conduct policy discussion and high-level political processes.
• Take responsibility for performance, manage staff, funds, time and other resources efficiently in order to achieve results.
• 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.
• Must display a high standard of ethical conduct and exhibit honesty and integrity.
• Clear commitment to mainstream gender into project activities.
• Ability to lead and work in a team and good interpersonal relations.
• Ability to train and guide personnel.
• Ability to work under time pressure and meet deadlines.
• Ability to work in diversified environments.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to work independently with a minimum of supervision.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

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.