Background

Following a long period of dictatorship, Libya is undergoing a democratic transition in line with the commitments made in the August 2011 Constitutional Declaration. In July 2012 the first democratic elections in more than forty years elected an interim General National Congress. The General National Congress has passed the electoral law setting out the framework for the Constitutional Drafting Assembly election held in February 2014. This Assembly’s draft Constitution will then be put to a referendum for approval. 

 UN electoral assistance to Libya, as mandated under Security Council resolution 2040, is delivered by an integrated UN Electoral Support Team, which brings together the UN Support Mission in Libya, UNDP and IOM. The UN Electoral Support Team is headed by a Chief Electoral Advisor (CEA) and two Deputy CEAs.

Under the guidance and direct supervision of the Operations Manager the Procurement and Admin Associate provides assistance in execution of procurement services in the elections project ensuring their effectiveness, transparency and integrity. S/he analyzes and interprets rules and guidelines regarding procurement and provides solutions to a wide spectrum of complex issues related to the subject matter. The Procurement and Admin Associate closely monitors procurement related expenditures and internal costs and ensures their timely settlement. S/he promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of procurement and administrative services.

The Procurement and Admin Associate works in close collaboration with the other members of the wider Electoral Team and UNDP CO Team to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: 
  • Administration and implementation of operational strategies;
  • Support to organization of procurement processes;
  • Organize office maintenance and control assets management;
  • Organize administrative and logistical services;
  • Support to knowledge building and knowledge sharing;
  • Acts as a backup to the Project Administrative Assistant – Travel and Transportation;
  • Perform other duties as may be required.

Ensures administration and implementation of operational strategies, focusing on achievement of the following results:
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
  • Elections Project Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Administration;
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with management;
  •  Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the Elections Project including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

Provides direct support to the procurement processes for the elections project, focusing on achievement of the following results:

  • Direct support to the preparation of procurement plans for the project and their implementation monitoring;
  • Direct support to the organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
  • Preparation of Purchase requisitions and assists in preparations of contracts in and outside Atlas;
  • Review of procurement processes and their submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
  • Presentation of researched information on procurement in the Elections project.

Organizes office maintenance and assets management, focusing on achievement of the following results:

  • Organizes office and other Project premises maintenance;
  • Maintenance of records on assets management, preparation of reports;
  • Maintenance of files and records relevant to office maintenance;
  • Provision of support to maintenance of premises.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

  • Provides general administrative support in the PMU, organizes Project files, general correspondence and the incoming and outgoing correspondence;
  • Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), preparation of all necessary documentation, implementation of follow-up action;
  • Provides procurement related support to conferences, workshops, retreats;
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
  • Maintenance of the filing system ensuring safekeeping of confidential materials;
  • Extraction of data from various sources;
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
  • Assistance in the preparation of budget, provision of information for audit.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Participation in the training for the programme, operations and projects staff on procurement and administration;
  • Contributes to knowledge networks and communities of practice.

Impact of results:

The key results have an impact on the execution of the Project procurement and administrative services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances the Project’s capability in provision of efficient and first-class procurement services.

Competencies

Functional Competencies:         

Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures:
  • Understands the main processes and methods of work regarding to the position;
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Identifies new and better approaches to work processes and incorporates same in own work;
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
  • Demonstrates good knowledge of information technology and applies it in work assignments.
Design and Implementation of Management Systems
Data gathering and implementation of management systems:
  • Uses information/databases/other management systems;
  • Makes recommendations related to work procedures and implementation of management systems.
Client Orientation
Maintains effective client relationships:
  • Reports to internal and external clients in a timely and appropriate fashion;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • Responds to client needs promptly.
Core Competencies:
  • Demonstrating/safeguarding ethics and integrity;
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
  • Informed and transparent decision making.

Required Skills and Experience

Education:
  • Secondary Education. Specialized training in procurement highly desirable;
  • University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience:
  • Minimum 5 years of progressively responsible administrative experience is required;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems;
  • Ability to work harmoniously with people of different cultural backgrounds.
Language Requirements:
  • Fluency in Arabic and English;
  • Knowledge of local languages (other than Arabic) desirable.
Submission of Applications:

Interested and qualified national Libyan candidates should apply on-line through the UNDP Jobs site at http://www.ly.undp.org/content/libya/en/home/operations/jobs/ and please ensure to fill in and upload
Personal History Form - P.11 which is available at http://www.ly.undp.org/content/libya/en/home/operations/jobs/ in the relevant field of the on-line application. 

Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications who are short-listed will be contacted.