Overview
The Procurement Assistant- Education will provide technical and operational procurement support to the Office, including the GPE STG programme and other donor-funded projects. The incumbent will support procurement planning, solicitation, contract administration, vendor management, monitoring, and reporting.
Key Responsibilities
- Develop and update procurement plans aligned with project implementation schedules.
- Provide assistance on identifying the procurement methods as per UNESCO procurement guidelines.
- Ensure timely execution of procurement-related administrative and operational activities to support efficient programme delivery.
- Contribute to the end-to-end procurement process, including preparation of solicitation documents, tendering, bid evaluation and negotiations in line with UNESCO rules and procedures.
- Monitor purchase orders and supplier deliveries, ensuring compliance with contractual terms, timelines, and quality standards.
- Ensure all procurement activities are conducted in accordance with UNESCO Financial Regulations and Rules, Administrative Manual and Procurement Procedures.
- Support bid evaluation processes and prepare evaluation reports.
- Draft contracts, purchase orders, and agreements.
- Support preparation and submission of procurement cases to relevant review and approval authorities, including procurement committees where applicable.
- Prepare bidding documents, assist in preparing technical specifications, and Terms of Reference.
- Assist in the solicitation processes (RFQ, ITB, RFP, LTA).
- Maintain and regularly update the supplier database to ensure accuracy, completeness, and relevance.
- Identify, assess, and pre-qualify potential suppliers across various categories of goods, services, and works, ensuring a competitive and diverse vendor base.
- Facilitate supplier registration in corporate systems (e.g., UNESCO WINGS SAP/ ERP system) in compliance with established procedures.
- Verify supplier documentation to ensure authenticity, completeness, and adherence to compliance requirements.
- Follow up proactively with vendors to obtain required legal, financial, and administrative documentation (e.g., registration certificates, licenses, tax documents).
- Monitor contractor performance in terms of delivery timelines.
- Maintain procurement records and documentation.
- Support the organization and coordination of supplier site visits, where applicable, to assess operational and technical capacity.
- Assist in Monitoring supplier performance and contribute to the implementation of supplier evaluation frameworks in line with organizational standards.
- Assist in supplier risk assessments and contribute to mitigation measures, including development of corrective action or performance improvement plans.
- Ensure adherence to GPE guidelines and audit requirements.
- Prepare procurement reports and maintain records for audit.
- Maintain accurate procurement records, databases, and documentation systems, ensuring proper filing and traceability.
- Ensure timely availability of reliable procurement data for internal reporting, audits, and donor compliance requirements.
- Prepare periodic procurement and SRM reports, highlighting progress, risks, and key performance indicators.
- Coordinate with stakeholders, vendors, and partners.
- Provide guidance to project staff on procurement matters.
- Provide day-to-day operational and administrative support to the procurement unit as required.
- Contribute to the continuous improvement of procurement processes, tools, and systems in line with best practices and organizational standards.
- Promote a culture of integrity, accountability, and client-oriented service within procurement activities.
Required Experience
Minimum 3 years of relevant professional experience in procurement, contract management, contract administration, logistics, supply chain management, or a closely related field. Experience with UN agencies or donor-funded projects is preferred. Well conversant in PPR 2008. Detailed knowledge in project’s procurement, especially in Implementing Partner Agreements (Government and NGO), Individual Consultants, Contract for Services etc.
Qualifications
Advanced university degree (Bachelor's degree) in Business Administration, Finance, Economics, Development Studies, or related field. Relevant certification course in procurement would be an asset such as CIPS 2 or 3.
