Back Administrative Assistant (Procurement & Contract Management)

OVERVIEW

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Kabul

Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: Administration

Type of contract : Non Staff

Level : Level 2

Duration of contract : From 1 to 6 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 05-Jan-2025

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

The Administrative Assistant (Procurement & Contract Management) reports directly to the Senior Operations Officer and carries out tasks under the overall authority of the officer-in-Charge of the UNESCO Kabul Office. The position is tasked with delivering a range of contract and procurement management-related activities in support of the administrative unit and project/programme delivery.

Within delegated authority, the Administrative Assistant (Procurement & Contract Management) will be responsible for the following duties:

Contract Management

• Peer-review of technical and financial evaluation contract procurement documents.
• Assist in ensuring adherence to contractual agreements, recommended amendments, and extensions of contracts to ensure compliance with administrative policies.
• 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.

  Long Description

  Procurement-support

  • Assist the programme teams with preparing and reviewing Terms of Reference and Specifications for the procurement and purchase procedures according to the established administrative procedures and rules.
  • Draft and launch bidding documents, including Requests for Quotations (RFQ), Invitations to Bid (ITB), Requests for Proposal (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, ensuring compliance with the established administrative procedures and rules.

    Long Description

    • Review procurement evaluation documents for completeness and compliance with relevant administrative rules prior to submission for final approval and signature.
    • Review, record, and prioritize procurement requests and obtain additional information required in the procurement evaluation process.
    • Check the quality of deliverables in coordination with the programme teams, 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 to determine the best-for-value vendor.
    • 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, including relevant supporting documents, and recommend approval of the contract.
    • Attend inter-agencies procurement working group and maintain the current list of LTAs.

      Long Description

      Admin-Support

      • Monitor the status of programme and project proposals and receipt of relevant documentation for review and approval.
      • Assist in the field spot checks and progress compliance assessment of contracts issued under the Implementing Partners Agreements.
      • Assist in maintaining and monitoring the database for ongoing and planned contracts and compile consolidated annual procurement & contracting plans.
      • Assist in pre-qualifying vendors, identifying product sources, and evaluating vendors' quality, prices, and delivery performance.
      • Assist in the solicitation and evaluation processes (bids/proposals/quotations) to ensure overall competitiveness, quality, and conformity to specified requirements.
      • Assist in suppliers and market research.
      • Assist in identifying knowledge and capacity gaps of the programme staff related to overall procurement processes and address them through training, coaching, and other capacity development interventions.
      • Additional tasks that may be required to ensure the success of the work team.

        COMPETENCIES (Core / Managerial) Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)

        - For detailed information, please consult the UNESCO Competency Framework.

        REQUIRED QUALIFICATIONS

        Education

        • A first-level university degree (Bachelor or equivalent) in Supply Chain Management, Public Procurement, Business Administration, Economics, Finance, Contract/Commercial Law, or related fields.

          Work Experience

          • Minimum of 5 years of relevant progressively responsible professional experience in procurement and contracting with UN agencies or international NGOs.

            Languages

            • Very good knowledge of English.
            • Excellent knowledge of local languages, Pashto/Dari.