Procurement and contract management advisor - EP

Job Profile

1. Required qualifications, competences and experience

Formal Education

• University Degree (preferred in Business Administration, Finance or similar)

Professional Experience

• At least 5 years of relevant experience

of which at least 3 years of experience with donor-funded projects (NGOs, INGOs, etc.)

• in-depth understanding of procurement, event management and logistics
• Knowledge of office management systems and procedures
• Familiarity with the management of grant agreements and service contracts is a plus

Other knowledge, additional competences

• Arabic native speaker, very good knowledge of English language.
• Good working knowledge of ITC technologies and related software (e.g., Outlook, MS Office, Excel, Power Point, MS Teams, SharePoint)
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Ability to travel inside Lebanon

2. Responsibilities

The position holder is responsible for ensuring that:

• the administrative and procurement procedures the Employment Promotion Lebanon (EPL) and neighboring projects are compliant with all relevant financial and administrative regulations (GIZ’s rules and regulations, internal control manual, Lebanese law etc., the signed authorization agreements)
• implementation partners observe regulations of procurement and administration (GIZ’s rules and regulations, internal control manual, Lebanese law etc.)
• the EPL team is informed on updates related to procurement rules and regulations
• documents related to procurement of goods and services are filed in line with GIZ filing rules and regulations
• information related to procurement and administration of the project is dealt with in a confidential manner.
• the inventory of EPL and neighboring projects is updated
• events implemented by EPL and neighboring projects are organized effectively
• the procurement of goods and services for the project is implemented according to GIZ rules and regulations
• information on process updates, requirements, regulations is shared timely and accurately within EPL and its neighbouring projects, work partners, other institutions and the GIZ country office
• project stocks and consumables are available
• the project car is used according to GIZ rules and regulations

3. In this context, the position holder fulfils the following tasks:

• 1. Administrative
• Support contracting partners and others with training on procurement, elaborating specifications etc.
• Follow up on administrative management of grant agreements, financing agreements, local subsidies and conducts eligibility checks of new potential partners
• Monitor the changes in GIZ Processes and Rules Tool (P+R) in relation to procurement and administration
• Collect travel settlements, review their correctness and submit to the Country Office

• 2. Procurement
• Supervises the project inventory
• Conduct inspections of procurement when delivered to EPL, neighboring projects or partners
• Make travel arrangements for project staff and selected partners
• Monitor the car logbook according to GIZ rules
• Monitor the availability of project consumables and compile procurement needs
• Ensure that the procurement of goods and services for the project is done according to GIZ rules and regulations,

• 3. Event management:
• Prepare and organize project related event, in agreement with the project manager, such as conferences, workshops, trainings, internal meetings, team building events etc.
• Organize logistics of activities of projects and selected partners (accommodation, travel arrangements etc.)
• Prepare missions of project staff and external partners, including logistics and info folders

   

  4. Other duties/additional tasks

• Assist in and/or carries out other tasks at the request of management

• Coordinate missions of project staff & consultants with the Risk Management Office in Beirut
• Participate in internal and external (team) meetings, including writing minutes, as needed

Project Description: The aim of the project is to improve the employment situation of young Lebanese adults, women and people with disabilities in selected pilot regions (Beirut and Mount Lebanon).

The project has 3 outputs:

1. employment potentials for young adults, and women and people with disabilities are identified. 

2. employability of young adults, women and people with disabilities is improved.

3. the competitiveness of micro, small and medium-sized enterprises in selected employment-relevant sectors is improved.