Senior Procurement and Contracting Assistant
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Posted on:
22 hours ago
Vacancies:
1 Vacancy
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Job Summary
OVERVIEW
Post Number:1CAUIS0099PA
Grade:G-6
Parent Sector:UNESCO Institute for Statistics (UIS)
Duty Station:Montreal
Job Family:Administration
Type of contract:Project Appointment
Duration of contract:1 year
Recruitment open to:Internal and external candidates
Application Deadline (Midnight Paris Time):12-JAN-2026
UNESCO Core Values: Commitment to the Organization Integrity Respect for Diversity Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Background
The UNESCO Institute for Statistics (UIS) established in 1999 is UNESCOs official statistical agency and the UN systems primary source of global education data. It provides cross-nationally comparable statistics to support global regional and development agendas including the SDGs the G7 G20 the Global Education Cooperation Mechanism and the UN Transforming Education Summit.
UIS maintains the worlds most comprehensive education statistics database and responds to emerging data needs for example monitoring the global impact of COVID-19 on education. Its work is built on three pillars: developing standards and methodologies supporting data production and promoting data use through outreach.
Aligned with its Medium-Term Strategy UIS aims to help Member States make evidence-based decisions benchmark progress and learn from the experiences of others through reliable high-quality statistical information.
Purpose
Under the overall authority of the Director/Head of Office and the direct supervision of the Senior Finance and Administrative Officer the incumbent provides dedicated procurement support to all UIS sectors and offices. The incumbent ensures value for money fairness integrity and transparency throughout all procurement processes in strict accordance with UNESCO regulations rules procedures and international best practices.
Long Description
Main Responsibilities and Tasks
General Accountabilities
- Provide guidance and interpretation on non-complex administrative rules regulations and procedures.
- Assist with office security activities and system maintenance.
- Coordinate building management support including maintenance requests security and cleaning services.
- Support stockroom management.
- Provide front desk support; monitor shared mailboxes and take relevant action.
- Initiate contracts and manage vendor relationships; certify vendor profile creation and amendments.
- Draft and prepare routine correspondence memoranda and non-substantive reports.
- Maintain confidential and general files and establish reference systems.
Procurement and Contracting Accountabilities
- Assist in initiating procurement actions preparing purchase orders and contracts; monitor status of requisitions and maintain contact with suppliers.
- Assist in developing and updating procurement plans ensuring alignment with organizational priorities and resource availability.
- Support sectors to create contracts and Purchase Orders in DUO.
- Monitor adherence to rules and regulations governing contracts and procurement within the Office.
- Assess procurement proposals for compliance with standards; support the overall contracting process as needed.
- Assist in establishing and implementing monitoring systems for procurement processes including requests for quotations (RFQ) invitations to bid (ITB) requests for proposals (RFP) expressions of interest (EOI) and other procurement actions such as IPA Financing Activity Contracts and other contract types.
- Receive evaluate and analyze quotations bids proposals or applications ensuring fair and transparent selection processes.
- Provide support and advice on the selection of appropriate contractual modalities (e.g. Vendors Consultants Partners) across various programmes and projects.
Long Description
Financial Accountabilities
- Act as certifying officer up to the authorized level delegated by the CFO.
- Review draft reports; verify overall accuracy and consistency; cross-check consistency of figures.
- Record and reconcile authorized accounting transactions.
- Verify and process payments as required.
- Prepare routine financial reports for monitoring purposes.
- Provide assistance and guidance to staff on basic financial procedures.
Logistic and Operational Accountabilities
- Ensure that asset and inventory records are up to date.
- Perform the annual physical verification exercise.
- Take appropriate action to initiate disposal and recording of assets.
- Make arrangements assist and advise on shipments; liaise with customs; manage mail and courier services.
- Advise and provide briefings to newly arrived staff experts and consultants on basic procedures building and office rules and provide assistance with building access cards and accreditation systems.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary technical and/or vocational education.
Work Experience
- A minimum 8 years of significant experience in administration finance and procurement preferably with UNESCO other United Nations agencies and/or international organizations
- Demonstrated professional experience in supply procurement operations and/or contracting management is required.
Skills and Competencies
- Comprehensive knowledge of commercial supply sources and common business and industry practices relevant to procurement.
- Ability to deliver quality timely support and services within strict deadlines.
- Demonstrated ability to interpret and apply a wide range of procurement and contracting regulations processes guidelines frameworks standards and governance directives.
- Excellent interpersonal skills and ability to establish constructive working relationships with internal and external partners in a multicultural environment.
- Ability to work independently while also providing support when necessary.
- Commitment to promoting accountability results-based management and enterprise risk management within the procurement function.
- Strong organizational and reporting skills with attention to detail and accuracy.
- Proficiency with information tools (e.g. Microsoft Word Excel intranet internet ERP systems).
General knowledge of UN rules regulations and administrative procedures.
Practical knowledge of Enterprise Resource Planning (ERP) systems.
Languages
- Excellent knowledge (spoken and written) of English and/or French and good knowledge of the other.
DESIRABLE QUALIFICATIONS
Education
- Relevant post-secondary education and professional certification in Finance Human Resources Administration or related fields.
Work Experience
- Experience in a scientific organization or educational institute at the international level; knowledge of procurement and contract management processes.
Skills and Competencies
- Ability to interpret and apply procurement and contracting policies.
BENEFITS AND ENTITLEMENTS
UNESCOs salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave family allowance medical insurance pension plan etc.
The approximate annual starting salary for this post is 55741 CAD.
For full information on benefits and entitlements please consult our Guide to Staff Benefits.
SELECTION AND RECRUITMENT 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 an 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.
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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.
Required Experience:
Senior IC
Key Skills
- Category Management
- Purchasing
- Sourcing
- Procurement
- Employee Evaluation
- HR Sourcing
- Federal Aviation Regulations
- Supplier Management
- ERP Systems
- JD Edwards
- negotiation
- Contracts
About Company
UNESCO is the United Nations Educational, Scientific and Cultural Organization. It seeks to build peace through international cooperation in Education, the Sciences and Culture. UNESCO's programmes contribute to the achievement of the Sustainable Development Goals defined in Agenda 20 ... View more
