Position Information
Project: Towards a Decentralised Waste Management Integrated Response (TaDWIR) in Lebanon Project โ ID 00127018
Level: NSPA 6
Duty station: Beirut, Lebanon
Type: Regular
Office- or Home-based: Office-Based
Expected starting date: As soon as possible
Office/Unit/Project Description
The Green and Inclusive Development Programme is one of the main areas of focus in UNDP Lebanon; currently implements numerous projects in Lebanon that range in thematic areas from climate change, biodiversity conservation, institutional support, industrial depollution, decentralized renewable energy projects and solid waste management. The programme also works on the support of host-communities in response to the Syrian refugee crisis and is the Social and Environmental Safeguards focal point for the office; therefore, the team also ensures the integration of environmental best-practices into the overall implementation strategy of UNDP. ย
The overall objective of the TaDWIR project is to improve the overall environmental and financial sustainability of Lebanonโs waste management system by reducing volumes of waste that go to landfills, improving qualities of waste that go to waste-facilities in general and by introducing national systems for cost coverage of managing municipal solid waste.
Improving overall waste quality acknowledges the priority on hazardous HCW, E-waste and Batteries given that they are critical waste streams that currently are a major source of hazardous waste contamination to the municipal waste stream and that removing those from the mixed municipal waste would significantly, albeit not totally, reduce the level of toxicity of the remaining municipal waste. ย This is also particularly important given that the LDK and other studies have concluded that reducing contamination levels in waste is very much needed in order to improve recyclability of municipal waste.
The Project Associate will be responsible for the day-to-day follow-up of the projectโs administrative activities, financial and budgetary issues, and contractual management.
Scope of Work
The Project Associate will assist in managing the projectโs finances for the above-mentioned project, human resources, assets, procurement, logistics and administrative matters, ensuring full coordination with UNDP country office, effective use of resources and compliance with UNDP rules and requirements. Specific tasks are as follows:
Support Finance and Procurement Operations
Assist in the preparation of relevant procurement documents (Request for Proposals, Request for Quotation, Contracts, Request for Payments, etc.) ensuring all supporting documents in accordance with UNDP requirements; Full compliance of project activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies, and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system;ย Assist in the preparation of project work plans while ensuring the financial budgets are maintained and in line with donor requirements; Understand the legal requirements of the donor to ensure that project expenditures meet the donor eligibility criteria; ย ย ย Creation of requisitions in Quantum for the projects, registration of goods reception in Quantum; Preparation and updating of project budget and maintenance on Quantun, including timely corrective actions on budget check errors, matching exceptions, unapproved or unprocessed vouchers/RDPs, incorrect supporting documents, etc.; Compilation of supporting documents for POs/contracts and preparation of requests for direct payments in line with the UNDP internal control procedures; Financial reporting and provision of required supporting documentation in line with donor requirements and UNDP; Ensuring that project budget lines and amounts are maintained and flag any risks or issues related to the financial management of the project.Provide Administrative and Reporting Support
Responsible for managing the logistics of project events (technical workshops, training sessions, stakeholder meetings, project review meetings, etc.); Maintain databases and inventories of all project outputs and activities; Follow up on travel, shipment arrangements, transport, etc. for the project; Draft correspondence in English and/or Arabic, and follow up on correspondence; Assist in the preparation of workshop and meeting agendas and assist in collecting material for meetings and conferences; Consolidate progress reports by providing inputs especially with regards to financial and administrative topics; Support the project manager in preparing donor reports regularly on activities, outputs, and outcomes as per UNDP rules and regulations and ensure that gender dimensions are highlighted in all products;The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Institutional Arrangement
The Project Associate will be working under the overall guidance of the Project Manager/Advisor. The Project Associate will be located at UNDP Country Office and sometimes at the Ministry of Environment in Beirut.
Competencies
Core
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively:ย ย ย ย
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously:ย ย ย ย
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility:ย ย ย ย
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination:ย
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Administration & Operations: Events management (including retreats, trainings and meetings)Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Administration & Operations: Documents and records managementย
Overall document (hard or electronic) management; registry and retention policy including storing and archiving Finance: Financial planning and budgetingย
Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting Procurement: Contract management
Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Business Management: Monitoring
Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results Business Management: Monitoring
Ability to effectively plan, organise, and oversee the organisations business processes in order to convert its assets into the best results in the most efficient manner.ย
Knowledge of relevant concepts and mechanisms Business Direction & Strategy: Communication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience;
Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Minimum Qualifications of the Successful NPSA
Education
Secondary Education is required; orUniversity degree(Bachelorโs degree) in Business Administration, Business Management, Accounting or any related fields will be given due consideration but not a requirement.
Experience
Minimum 6 years (with a secondary education) or 3 years (with a Bachelorโs degree) of progressive relevant experience in similar admin/finance โtasks is required.Required ย skills
Proven ability to perform a variety of standard tasks related to screening and collecting of project documentation, projects data entering preparation of revisions, filing, provision of information, and reporting. Proficiency in standard Microsoft Office and Adobe Acrobat applications.Desired skills
Previous experience with the UN, the EU or other international organization is an asset. Experience in coordinating and planning meetings and workshops; Experience in development projects is an asset; Experience in preparing payment requests and procurement requests is an asset.Required Language(s)
Fluency in English and Arabic is required. Knowledge of French is an assetย