Procurement Assistant

Second Education Development Project – EDP II
 
 Terms of Reference
 
Procurement Assistant
(Proc. Ref: IC014-3.3)
 
  
Background
The Government of Lebanon (GOL) through the Ministry of Education and Higher Education (MEHE) is implementing the Education Sector Development Plan (ESDP), based on the pillars of the National Education Strategy that aim to provide: (i) Education Available on the Basis of Equal Opportunity; (ii) Quality Education that Contributes to Building a Knowledge Society; (iii) Education that Contributes to Social Integration; (iv) Education that Contributes to Economic Development; and (v) Educational Governance. The ESDP is being led by the Ministry of Education and Higher Education (MEHE) and the ESDP programs are funded by several external agencies (World Bank, USAID, EU, UNICEF …).
The Second Education Development Project (EDP- II), funded by the World Bank, Loan Agreement # 7966-LE, under the law # 227 dated 25/10/2012, is currently being embarked upon by MEHE.
This project has prepared an integrated development strategy and has developed the core information and management tools required to commence project implementation.
In order to ensure effective integrated implementation of the EDP- II and other projects, MEHE has established an Education Sector Development Secretariat (ESDS). This Secretariat comprises a multidisciplinary team of experts and officers for management and technical support, reporting to the executive level of the Ministry.
ESDS is in the objective of engaging the services of a Procurement Assistant.   
The role of the Procurement Assistant is to provide efficient support and assistance to the Procurement Officer (PO) at the ESDS in managing all relevant procurement activities and in ensuring their effective implementation throughout all phases of the Procurement cycle (covering the procurement of Goods, Works, and Services). The incumbent shall undertake all relevant tasks which enable good procurement processing within the project, notably all relevant administrative work and organization of procurement filing with appropriate documentation and archiving. The Procurement Assistant shall work under the close monitoring and guidance of the PO and shall report to the Procurement Officer.
Responsibilities
The ESDS Procurement Assistant is responsible for the support of all procurement related tasks as required by the Procurement Officer, under his/her close monitoring. The main duties and responsibilities of the ESDS Procurement Assistant are the following:

Serve as primary contact for all official communications, including internal and external telephone, facsimile, international and local courier;
Follow up and ensure an efficient and fast circulation of correspondences;
Collect  information  from  projects  and  team  members  in  order  to  prepare  the  monthly progress report;
Ensure Arabic/English translation when needed;
Draft minutes of meeting;
Set a fully computerized data lists related to the project contracts, per component;
Be in charge of all administrative, correspondences, archiving, inventory of office supplies;
Classify and archive all procurement documentations as guided by the Procurement Officer and maintain proper archiving of all hard copies and soft copies (approved procurement plans, correspondences including deliverables, official and relevant emails…) while facilitating access to them and produce a monthly report on the progress and updates of the Archive Register;
Undertake   all   other   project   related   activities.

  
Experience

At least 2 years of professional experience in a relevant business or environment;
Experience in projects funded by international donors and organizations is a plus

 
Qualifications

University degree in business administration, social  science, political  science,  or related fields;
Demonstrated ability to work in a team based environment;
Demonstrated skills in archiving and filing;
Excellent written and verbal communication skills;
Fluent in Arabic and English; knowledge of French is an asset;
Excellent knowledge and practical experience using computer software (Word, Excel, PowerPoint);

 
Application and Contact Details:
This position is funded by the Second Education Development Project – EDPII – World Bank Loan no 7996 – LE.
Interested qualified candidates are requested to submit their resumes to [email protected]  by the deadline of May 12, 2015 at 5:00 p.m. Beirut local time.          
To ensure the timely review of your credentials, please insert “Procurement Assistant (Proc. ref.  IC014-3.3)” in the subject line of the e-mail.
Only candidates who are being invited for an interview will be contacted.
Our hiring is limited to Lebanese nationals.