Procurement Support Officer

Job Posting Organization:
The UNESCO Institute for Statistics (UIS) was established in 1999 and serves as UNESCO’s official statistical agency. It is recognized as the primary source of global education data within the UN system. UIS plays a crucial role in providing cross-nationally comparable statistics that support various global, regional, and development agendas, including the Sustainable Development Goals (SDGs), G7, G20, and the Global Education Cooperation Mechanism. The organization maintains the most comprehensive education statistics database in the world and is responsive to emerging data needs, such as monitoring the global impact of COVID-19 on education. UIS's work is structured around three main pillars: developing standards and methodologies, supporting data production, and promoting data use through outreach. The organization is aligned with its 2022–2029 Medium-Term Strategy, which aims to assist Member States in making evidence-based decisions, benchmarking progress, and learning from the experiences of others through reliable, high-quality statistical information.

Job Overview:
The Procurement Support Officer will operate under the overall authority of the Director/Head of Office and will be directly supervised by the Senior Finance and Administrative Officer. The primary function of this role is to provide dedicated procurement support across all sectors and offices of UIS. The incumbent is responsible for ensuring that all procurement processes adhere to UNESCO regulations, rules, and procedures, while also aligning with international best practices. The role emphasizes the importance of value for money, fairness, integrity, and transparency in all procurement activities. The officer will be expected to assist in various administrative tasks, including office security" style="border-bottom: 1px dotted #007bff !important;">security activities, building management support, and stockroom management, while also providing front desk support and managing vendor relationships. The position requires a proactive approach to initiating procurement actions, preparing purchase orders and contracts, and monitoring the status of requisitions. The officer will also play a key role in developing and updating procurement plans that align with organizational priorities and resource availability, ensuring compliance with established standards throughout the procurement process.

Duties and Responsibilities:
The Procurement Support Officer will have a comprehensive set of duties and responsibilities, including but not limited to: providing guidance and interpretation on non-complex administrative rules, regulations, and procedures; assisting with office security activities and system maintenance; coordinating building management support, including maintenance requests, security, and cleaning services; managing stockroom operations; providing front desk support and monitoring shared mailboxes; initiating contracts and managing vendor relationships; drafting and preparing routine correspondence, memoranda, and non-substantive reports; maintaining confidential and general files and establishing reference systems; assisting in initiating procurement actions and preparing purchase orders and contracts; monitoring the status of requisitions and maintaining contact with suppliers; developing and updating procurement plans; supporting sectors in creating contracts and Purchase Orders; ensuring adherence to procurement rules and regulations; assessing procurement proposals for compliance; establishing monitoring systems for procurement processes; receiving, evaluating, and analyzing quotations, bids, proposals, or applications; providing support and advice on contractual modalities; acting as a certifying officer for authorized transactions; reviewing draft reports for accuracy; recording and reconciling accounting transactions; verifying and processing payments; preparing routine financial reports; ensuring asset and inventory records are up to date; performing annual physical verification; managing mail and courier services; and advising newly arrived staff on procedures and building rules.

Required Qualifications:
The position requires a completed secondary, technical, and/or vocational education. Additionally, candidates must have a minimum of 8 years of significant experience in administration, finance, and procurement, preferably within UNESCO, other United Nations agencies, or international organizations. Demonstrated professional experience in supply procurement, operations, and/or contracting management is essential. Candidates should possess comprehensive knowledge of commercial supply sources and common business practices relevant to procurement, as well as the ability to deliver quality support within strict deadlines. Strong interpersonal skills and the ability to establish constructive working relationships in a multicultural environment are crucial. The candidate must also demonstrate the ability to work independently while providing necessary support, along with a commitment to promoting accountability and results-based management within the procurement function.

Educational Background:
Candidates are expected to have completed secondary, technical, and/or vocational education. Relevant post-secondary education and professional certification in Finance, Human Resources, Administration, or related fields are considered desirable qualifications for this position.

Experience:
The role requires a minimum of 8 years of significant experience in administration, finance, and procurement. Experience within UNESCO, other United Nations agencies, or international organizations is preferred. Candidates should have demonstrated professional experience in supply procurement, operations, and/or contracting management.

Languages:
Excellent knowledge (spoken and written) of English and/or French is mandatory, along with good knowledge of the other language. This bilingual proficiency is essential for effective communication within the organization and with external partners.

Additional Notes:
The position is a Project Appointment with a duration of 1 year. The approximate annual starting salary for this post is 55,741 CAD. UNESCO offers a range of benefits and entitlements, which may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. The selection and recruitment process will involve an online application, and candidates must provide complete and accurate information. The evaluation of candidates will be based on the criteria outlined in the vacancy notice and may include tests, assessments, and interviews. UNESCO emphasizes the importance of securing the highest standards of efficiency, technical competence, and integrity in its staff appointments and applies a zero-tolerance policy against all forms of harassment. The organization is committed to achieving equitable and diverse geographical distribution and gender parity among its staff members.