Parent Sector : Field Office
Duty Station: Harare
Classification of duty station: [[filter12]]
Standard Duration of Assignement : [[filter13]]
Job Family: Administration
Type of contract : Non Staff
Level :
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 24-JAN -2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Under the overall delegated authority of the Director/Head of the Regional Office and the direct supervision of the Senior Operations Officer, the incumbent provides dedicated procurement services to coordinate the procurement, importation, distribution, and delivery of all required infrastructural needs, equipment, materials, and other related goods for the UNESCO Regional Office for Southern Africa. The incumbent will ensure the best value for money and fairness, integrity, and transparency of processes in accordance with the Organization’s regulations, rules, and procedures, as well as international standards and best practices.
The Procurement and Contracting Assistant works in close collaboration with Operations and Programme teams in the Regional Offices to successfully deliver procurement services.
Under the general supervision of the Senior Operations Officer with functional guidance from the OPS/PRO at HQ, on matters related to the Contracts Committee and procurement and contractual arrangements in general, the incumbent will carry out the following roles and responsibilities:
• Support procurement planning, quality assurance, effective coordination, monitoring of compliance with rules and regulations for contracts-related procedures, assess the procurement proposals, and assist, as needed, the overall contracting process.
• Assist in monitoring budget implementation, tracking resource allocation, and ensuring financial rules and regulations compliance.
• Assist in establishing and implementing proper monitoring systems and control procurement processes, including RFQ, ITB, RFP, EOI, and IPA. Receipt and evaluation of quotations, bids proposals, or applications; negotiation of certain conditions of contracts in full compliance with UNESCO rules and regulations.
• Verify the procurement needs and support the delivery and monitoring of restoration materials, supplies, and equipment.
Assist in managing all aspects of the bid/proposal process, including the identification of requirements, preparation of announcements, and participating in the selection of and negotiations with suppliers/vendors;
• Participate in coordinating the evaluation team, analyze and evaluate vendors' offers considering various factors affecting cost, technical specifications, implementation schedules, reliability, and after-sales/completion implications, ensuring value for money.
• Review procurement and other new contract requests prepared by Programme staff to ensure completeness, correctness, and adequacy to assure a fair and transparent competition or comparison process. Assist in market research and provide advice where required.
• Assist in contributing to policy, guidance, training, and technical assistance to staff in planning, developing, and managing contracts (including identifying requirements, estimating budgets, appropriate procurement or contracting methods, etc.) with a special focus on high-value/high-risk contracts.
• Assist in preparing a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.
• Assist in providing support and advice on the selection of appropriate contractual modalities for engagement with Vendors, Consultants, and Partners in various programmes and project contexts.
• Assist in reviewing the projects' ongoing procurement and contracting practices to continuously identify, assess, prioritize, and monitor risks.
• Maintain a tracking system and database to monitor adherence to contractual agreements, performance requirements, and respect of delivery schedules; recommend amendments and extensions of contracts, as necessary; advise parties on contractual rights and obligations; and generate necessary periodic and ad-hoc reports as required, documenting lessons learned and recommendations.
• Support UNESCO's effective participation in Operations Management Team (OMT) working groups, task teams, etc., as assigned by the Senior Operations Officer, contributing to UNESCO's planning and reporting against the requirements and alignment with the harmonized processes at the country level in accordance with the organization's regulations and rules and the office's procedures.
• Support any other administration and related coordination tasks and assist other team members as assigned by the Senior Operations Officer or the Director.
Education
• A first-level university degree in Supply Chain Management, Public Procurement, Business Administration, Management, Economics, Finance, Contract/Commercial Law, International Development, or related fields.
• Professional certification in Procurement, Logistics, and Supply Chain (e.g., CIPS or equivalent).
Work Experience
• Minimum of two (2) years of relevant progressively responsible professional experience in supply chain management, procurement and/or contracting.
• Experience in procurement and contracting in a UN agency or similar international organizations.
Skills and Competencies
• Knowledge of commercial supply sources and common business and industry practices.
• Ability to coordinate and monitor own work plan and those under his/her supervision.
• Ability to provide quality and timely support and services.
• Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.
• Ability to interpret and strictly apply a wide range of available procurement and contracting regulations, processes, guidelines, frameworks, standards, and other governance directives.
• Ability to work independently and provide supportive leadership.
• Promote Accountability, Results-Based Management, and Enterprise Risk Management.
• Ability to build constructive internal and external working relationships.
Languages
• Excellent knowledge (written and spoken) of English
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
Please note that UNESCO is a non-smoking Organization.