UNV Administration and Procurement Specialist

UN Entity: UNESCO

Assignment Context:

The UNESCO Regional Office for UN Coordination for the Arab States is responsible for the implementation of several programmes and projects in the education, science, culture, communication, social and human sciences sectors. To help achieve results, the Administration Sector provides ongoing support to the various sectors that are delivering several projects. Under the supervision of the Senior Operations Officer, the UNV Administration and Procurement Specialist will support the Office in the procurement procedures of goods and services in the framework of several projects and will be responsible for the execution of a wide range of financial services and administrative processes within the UNESCO Regional Office for UN Coordination for the Arab States in Beirut. UNESCO is the United Nations Educational, Scientific and Cultural Organization. It contributes to peace and security by promoting international cooperation in education, sciences, culture, communication and information. UNESCO promotes knowledge sharing and the free flow of ideas to accelerate mutual understanding and a more perfect knowledge of each other's lives. UNESCO's programmes contribute to the achievement of the Sustainable Development Goals defined in the 2030 Agenda, adopted by the UN General Assembly in 2015. The UNESCO Regional Office for UN Coordination for the Arab States, based in Beirut, Lebanon, covers Iraq, Jordan, Lebanon, Palestine, and Syria.

Task Description:

Within the delegated authority and under the supervision of the Senior Operations Officer at UNESCO Regional Office for UN Coordination for the Arab States, the UNV Administration and Procurement Specialist will: Procurement: 

• Manage procurement processes for the UNESCO Regional Office for UN Coordination for the Arab States. 

• Consolidate and finalize procurement plans for programs/projects and monitor their implementation. 

• Review procurement requests and initiate procurement procedures for equipment, supplies and services, considering UNESCO's regulations and procedures and specific project factors. 

• Organize and review procurement processes, including the preparation of Request for Quotations (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFP) documents, the receipt of quotes, bids or proposals, and their preliminary evaluation. 

• Contribute to ensuring compliance of purchase notices, advertisements and dissemination of calls for tenders or requests for proposal and follow up on responses and openings of offers and proposals. 

• Provide technical assistance for all categories of contracts (e.g., procurement of goods, works or services, Implementing Partnership Agreements (IPAs), and other forms of contractual arrangements necessary for the implementation of the project to support the production and dissemination of educational resources and other projects. 

• Maintain a tracking system for the control of purchasing and logistics activities to be monitored during the execution of contracts. 

Facilities Management/Building Maintenance: 

• Supervise activities related to office maintenance, security, cleaning, transport and similar services. 

• Perform a wide variety of general building maintenance services; 

• Monitor and maintain all building systems as assigned, and in particular diesel and maintenance for the generator, water, lighting, electricity and lift functioning; 

• Monitor all work being performed by outside contractors, including plumbing and other works to ensure smooth and efficient functioning of the premises; 

• Maintain and monitor stock levels of various supply items, such as cleaning products and other; 

• Be responsible for alerting the Supervisor any unusual occurrence and/or damage that have taken place or that may occur; 

Administration: 

• Follow up on contracts and payments.

• Ensure timely accounting recording of transactions and processing of supplier invoices in the system.

• Ensure the verification of financial reports or services rendered prior to any payment. 

• Participate in the preparation of the audit of projects. Monitor and/or take action, in support of the Senior Operations Officer on audit recommendations to ensure the implementation of corrective actions. 

• Maintain specific accounts, calculate and compile financial data, prepare routine reports. 

• Generate expenditure reports from the automated systems. 

• Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions. 

• Any other related tasks as may be required or assigned by the supervisor.

Languages: Arabic, Level: Fluent, Required English, Level: Fluent, Required French, Level: Working knowledge, Desirable

Inclusivity statement:
United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy.

Living conditions and remarks
As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in Beirut, Lebanon. National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions.

Benefits package:

• Monthly Volunteer Living Allowance (VLA) USD 1,606.58
• Annual and learning leaves
• Medical and life Insurance
• Free access to different learning platforms.
For more information on UN Volunteer benefits, entitlements and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service