Procurement Assistant - Education

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission to promote peace and security" style="border-bottom: 1px dotted #007bff !important;">security through international cooperation in education, the sciences, and culture. With a presence in over 190 countries, UNESCO aims to build peace in the minds of men and women through education, science, culture, communication, and information. The organization operates in various sectors, including education, natural sciences, social/human sciences, culture, and communication/information, and employs thousands of staff worldwide, working collaboratively with governments, civil society, and the private sector to achieve its goals.

Job Overview:
The Procurement Assistant - Education will play a crucial role in supporting the procurement processes for the Global Partnership for Education (GPE) System Transformation Grant (STG) programme and other donor-funded projects. This position is essential for ensuring that procurement activities are conducted efficiently and in compliance with UNESCO's rules and regulations. The incumbent will be responsible for procurement planning, solicitation, contract administration, vendor management, and monitoring and reporting on procurement activities. The role requires a strong commitment to transparency, efficiency, and value for money in all procurement processes. The Procurement Assistant will work closely with various stakeholders, including government ministries and educational institutions, to ensure that the procurement needs of the education sector are met effectively and timely, contributing to the overall improvement of teaching quality and student learning outcomes in Bangladesh.

Duties and Responsibilities:
A. Procurement Planning, Operations and Service Delivery: The Procurement Assistant will develop and update procurement plans that align with project implementation schedules. They will assist in identifying appropriate procurement methods according to UNESCO guidelines and ensure timely execution of procurement-related administrative and operational activities. The incumbent will contribute to the end-to-end procurement process, including the preparation of solicitation documents, tendering, bid evaluation, and negotiations, ensuring compliance with UNESCO rules and procedures. They will monitor purchase orders and supplier deliveries to ensure compliance with contractual terms, timelines, and quality standards, and ensure all procurement activities adhere to UNESCO Financial Regulations and Rules, Administrative Manual, and Procurement Procedures.

B. Evaluation, Contracting, Compliance, Risk Management, and Due Diligence: The Procurement Assistant will support bid evaluation processes and prepare evaluation reports. They will draft contracts, purchase orders, and agreements and assist in preparing and submitting procurement cases to relevant review and approval authorities, including procurement committees where applicable.

C. Supplier Relationship Management (SRM) and Market Analysis: The incumbent will prepare bidding documents, assist in preparing technical specifications, and Terms of Reference. They will assist in solicitation processes (RFQ, ITB, RFP, LTA) and maintain and regularly update the supplier database to ensure accuracy and relevance. The Procurement Assistant will identify, assess, and pre-qualify potential suppliers across various categories of goods, services, and works, ensuring a competitive and diverse vendor base. They will facilitate supplier registration in corporate systems and verify supplier documentation to ensure compliance with established procedures.

D. Supplier Performance and Contract Management: The Procurement Assistant will monitor contractor performance in terms of delivery timelines and maintain procurement records and documentation. They will support the organization and coordination of supplier site visits to assess operational and technical capacity and assist in monitoring supplier performance, contributing to the implementation of supplier evaluation frameworks.

E. Data Management, Reporting, and Audit Support: The incumbent will ensure adherence to GPE guidelines and audit requirements, prepare procurement reports, and maintain records for audit. They will ensure timely availability of reliable procurement data for internal reporting, audits, and donor compliance requirements.

F. Coordination, Team Support and Continuous Improvement: The Procurement Assistant will coordinate with stakeholders, vendors, and partners, providing guidance to project staff on procurement matters. They will contribute to the continuous improvement of procurement processes, tools, and systems in line with best practices and organizational standards.

Required Qualifications:
The position requires an advanced university degree (Bachelor's degree) in Business Administration, Finance, Economics, Development Studies, or a related field. A relevant certification course in procurement, such as CIPS Level 2 or 3, would be an asset. Candidates should possess sound knowledge of internationally recognized procurement standards and all stages of procurement for goods and services, as well as a strong understanding of contract management and supplier performance monitoring. Excellent communication and drafting skills are essential, along with strong analytical, problem-solving, organizational, and prioritization skills. Proficiency in Microsoft Office applications, particularly Word and Excel, is required, and knowledge of enterprise resource planning systems, including SAP, would be advantageous.

Educational Background:
Candidates must hold an advanced university degree (Bachelor's degree) in a relevant field such as Business Administration, Finance, Economics, or Development Studies. Additional certifications in procurement are considered an asset, enhancing the candidate's qualifications for the role.

Experience:
The position requires a minimum of 3 years of relevant professional experience in procurement, contract management, contract administration, logistics, supply chain management, or a closely related field. Experience working with UN agencies or donor-funded projects is preferred, and candidates should be well-versed in PPR 2008 and have detailed knowledge of project procurement, particularly in Implementing Partner Agreements, Individual Consultants, and Contracts for Services.

Languages:
The incumbent must have an excellent command of English and Bangla, both written and spoken. Knowledge of another official language of the United Nations would be considered an asset, enhancing communication capabilities within the international context of the role.

Additional Notes:
This is a national position, and females are encouraged to apply. The contract duration is for 12 months, with the possibility of extension based on performance and funding availability. The position is full-time, and the salary grade will be SC4, subject to adjustment based on the candidate’s qualifications and experience. The Procurement Assistant may be required to undertake field missions, with related expenses covered by UNESCO in accordance with relevant regulations. The selection and recruitment process may include pre-recorded video interviews, written assessments, and interviews with a panel, along with reference checks. All candidates must complete an online application by the deadline, and modifications cannot be made once submitted.