Duties and Responsibilities
OVERVIEW OF THE FUNCTIONS OF THE POST
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.
Long Description
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.
