Consultant – Project Associate, Beirut, Lebanon

CONSULTANCY – TERMS OF REFERENCE

UNRWA is a United Nations agency established by the General Assembly in 1949 and is mandated to provide assistance and protection to a population of some 5.7 million registered Palestine refugees. Its mission is to help Palestine refugees in Jordan, Lebanon, Syria, West Bank and the Gaza Strip to achieve their full potential in human development, pending a just solution to their plight. UNRWA’s services encompass education, health care, relief and social services, camp infrastructure and improvement, microfinance and emergency assistance. UNRWA is the largest UN operation in the Middle East with more than 30,000 staff. UNRWA is funded almost entirely by voluntary contributions.

Consultant – Project Associate, Beirut, Lebanon

BACKGROUND

UNRWA’s Refugee Registration Information System (RRIS) holds active files of approximately 5.7 million Palestine refugees and 0.7 million other service eligible persons. These files include individual registration records that are organized under family ledgers with digital documentation materials dating back to pre-1948 Mandatory Palestine. The registration records constitute the master database for the Agency’s management of serviced populations across its programmes such as health, education and relief services. The associated documentation materials constitute a valuable historical archive, attesting the trajectories of Palestine refugee life from the time of their dispersal up to the present.

UNRWA is now embarking in a major project aimed at modernizing its RRIS in line with updated international standards for civil registration. The new system will restructure individual registration records following a rights-based and person-centred approach to ensure unhindered, secure and protected access to UNRWA’s services. The new system will also ensure refugees across several generations are correctly linked to their historic family files which will be made publicly accessible through an integrated online platform. As part of the RRIS modernization project, UNRWA is seeking the services of Project Associate to support the administrative functions associated with the RRIS modernization project.

Description of Duties and Responsibilities

With guidance from the Head of Refugee Registration and Eligibility Services, the incumbent will work under the supervision of the Director, Relief and Social Services on the following tasks:

(A) Budget and financial management:

• Provides support to the project regarding budget preparation and financial issues; monitors spending of allocated budget; coordinates with the Finance Department to process expenditures; establishes internal budget database to ensure efficient tracking of expenditures and budget balance by:

· Monitoring and tracking the project’s budget including the preparation of Budget Allotment Adjustments (BAAs);

· Supporting the biennium and yearly budget preparations;

· Authorizing/verifying expenses (i.e. payments, purchases, claims, invoices, etc.);

· Conducting financial analysis and forecast reports to estimate expenses and savings;

· Establishing internal financial controls to ensure budget and financial online systems are maintained in an accurate and timely manner;

· Preparing for and drafting responses to audit requests;

(B) Procurement and Contracting:

• Coordinates a variety of procurement related activities by:

· Administering, verifying, and finalizing preparation of Service Contracts, Consultancy Contracts, Special Service Agreements, Limited Durations Contracts;

· Administering procurement and logistical operations including tenders, quotations, purchasing orders, etc.; handling and controlling the preparation of List of Requirements (LoRs);

· Maintaining contacts with local vendors and suppliers in order to meet the project’s non-standard purchase requirements;

(C) Assets Management:

· Acts as custodian of consumable supplies;

· Handles surplus, obsolete or unserviceable equipment via coordinating with Information Systems Division (ISD) and Field Property Inspection Officer (FPIO) and/or keeps detailed updated records of the assets status and produces the appropriate equipment status reports accordingly;

(D) General Administrative

· Provides guidance on administrative and financial procedures including ordering of supplies, payment of invoices, drafting of service contracts, maintenance of equipment, etc.

· Manages logistical preparations for workshops, conferences and meetings;

· Maintains filing /archiving system for service contracts, special service agreements and casual labor and ensures records are up to date;

· Drafts correspondence related to administrative, procurement and financial matters;

(F) Performs such other duties as may be assigned.

minimum Qualifications and Experience

· First University degree in business administration, economics, accounting or related field.

· Minimum of four years’ experience in administrative works or related activities.

COMPETENCIES

· Creativity and innovation;

· Planning and organizing;

· Detail and quality orientation;

· Ability to operate a PC using word processing, and spread sheet, and data base applications.

CONDITIONS OF SERVICE

· The incumbent will be based in Beirut;

· The duration of the consultancy is 11 months with possibility of extension subject to availability of funds;

· Remuneration will at USD 1,461.40 per month;

· One and a half day annual leave days per month.

APPLICATION PROCESS

Applicants should submit a cover letter and CV or UN Personal History Form demonstrating clearly the knowledge and experience required to meet the consultancy requirements via [email protected] clearly indicating the title of this consultancy “Consultancy – Project Associate” subject line of the message. The deadline for the submission of applications is 18 February 2021.

UNRWA is an equal opportunity employer and welcomes applications from both women and men. UNRWA encourages applications from qualified and experienced female candidates. Only those applicants short-listed for interview will be contacted. UNRWA is a non-smoking environment.

25 January 2021