Overview
The role involves providing administrative and procurement support within UNESCO's Kabul office, focusing on contract management, procurement processes, and administrative tasks to ensure operational efficiency.
Key Responsibilities
- Peer-review of technical and financial evaluation contract procurement documents.
- Assist in ensuring adherence to contractual agreements, recommended amendments, and extensions of contracts.
- Assist in vendor registration in the system.
- Track all active procurement contracts to ensure delivery according to payment structure schedules.
- Follow-up with project managers on the contract timelines.
- Review of payment requests in compliance with the procurement agreements.
- Prepare monthly reports for all active procurement contracts.
- Assist the programme teams with preparing and reviewing Terms of Reference and Specifications.
- Draft and launch bidding documents, including RFQ, ITB, RFP and Call for Partnership.
- Maintain and update the procurement trackers and folders on a regular basis.
- Ensure that all procurement documents are appropriately filed.
- Facilitate and arrange bid opening and evaluation of procurement tenders.
- Provide responses to queries from clients, bidders, etc. regarding procurement-related matters.
- Ensure timely and accurate completion of procurement processes.
- Review draft contracts prepared by the programme teams.
- Review procurement evaluation documents for completeness and compliance.
- Review, record, and prioritize procurement requests and obtain additional information.
- Check the quality of deliverables and ensure that procured items are correctly delivered per specification.
- Follow up with suppliers to ensure timely delivery of goods and services.
- Prepare the draft of offers and compile data contained in quotations, proposals, and bids.
- Prepare submission to the Contracts Committee for review and approval.
- Maintain all relevant files, and track any contractual agreements.
- Assist in compiling and presenting procurement data, and recommend approval of the contract.
- Attend inter-agencies procurement working group and maintain the current list of LTAs.
- Monitor the status of programme and project proposals and receipt of relevant documentation.
- Assist in the field spot checks and progress compliance assessment of contracts.
- Assist in maintaining and monitoring the database for ongoing and planned contracts.
- Assist in pre-qualifying vendors, identifying product sources, and evaluating vendors' quality, prices, and delivery performance.
- Assist in the solicitation and evaluation processes to ensure overall competitiveness, quality, and conformity.
- Assist in suppliers and market research.
- Assist in identifying knowledge and capacity gaps of the programme staff related to procurement processes and address them.
- Additional tasks that may be required to ensure the success of the work team.
Required Experience
Minimum 5 years of professional experience in field of Procurement, Administration, operations. At least 2 years of working experience in international organizations, and diverse working environment.
Qualifications
University degree in Business Administration, Economics, Accounting or a related field. Possession of international certification in public procurement like CIPS
