Procurement Assistant- Education

The Procurement Assistant- Education will provide technical and operational procurement support to the UNESCO Dhaka Office, including the GPE STG programme and other donor-funded projects. The role involves procurement planning, solicitation, contract administration, vendor management, monitoring, and reporting, ensuring compliance with UNESCO rules and donor requirements.

Responsibilities

• Develop and update procurement plans aligned with project implementation schedules.
• Provide assistance on identifying the procurement methods as per UNESCO procurement guidelines.
• Ensure timely execution of procurement-related administrative and operational activities to support efficient programme delivery.
• Contribute to the end-to-end procurement process, including preparation of solicitation documents, tendering, bid evaluation and negotiations in line with UNESCO rules and procedures.
• Monitor purchase orders and supplier deliveries, ensuring compliance with contractual terms, timelines, and quality standards.
• Ensure all procurement activities are conducted in accordance with UNESCO Financial Regulations and Rules, Administrative Manual and Procurement Procedures.
• Support bid evaluation processes and prepare evaluation reports.
• Draft contracts, purchase orders, and agreements.
• Support preparation and submission of procurement cases to relevant review and approval authorities, including procurement committees where applicable.
• Prepare bidding documents, assist in preparing technical specifications, and Terms of Reference.
• Assist in the solicitation processes (RFQ, ITB, RFP, LTA).
• Maintain and regularly update the supplier database to ensure accuracy, completeness, and relevance.
• Identify, assess, and pre-qualify potential suppliers across various categories of goods, services, and works, ensuring a competitive and diverse vendor base.
• Facilitate supplier registration in corporate systems (e.g., UNESCO WINGS SAP/ ERP system) in compliance with established procedures.
• Verify supplier documentation to ensure authenticity, completeness, and adherence to compliance requirements.
• Follow up proactively with vendors to obtain required legal, financial, and administrative documentation (e.g., registration certificates, licenses, tax documents)
• Monitor contractor performance in terms of delivery timelines.
• Maintain procurement records and documentation.
• Support the organization and coordination of supplier site visits, where applicable, to assess operational and technical capacity.
• Assist in Monitoring supplier performance and contribute to the implementation of supplier evaluation frameworks in line with organizational standards.
• Assist in supplier risk assessments and contribute to mitigation measures, including development of corrective action or performance improvement plans.
• Ensure adherence to GPE guidelines and audit requirements.
• Prepare procurement reports and maintain records for audit.
• Maintain accurate procurement records, databases, and documentation systems, ensuring proper filing and traceability.
• Ensure timely availability of reliable procurement data for internal reporting, audits, and donor compliance requirements.
• Prepare periodic procurement and SRM reports, highlighting progress, risks, and key performance indicators.
• Coordinate with stakeholders, vendors, and partners.
• Provide guidance to project staff on procurement matters.
• Provide day-to-day operational and administrative support to the procurement unit as required.
• Contribute to the continuous improvement of procurement processes, tools, and systems in line with best practices and organizational standards.
• Promote a culture of integrity, accountability, and client-oriented service within procurement activities.

Requirements

• Advanced university degree (Bachelor's degree) in Business Administration, Finance, Economics, Development Studies, or related field.
• Relevant certification course in procurement would be an asset such as CIPS 2 or 3.
• Minimum 3 years of relevant professional experience in procurement, contract management, contract administration, logistics, supply chain management, or a closely related field.
• Experience with UN agencies or donor-funded projects is preferred.
• Well conversant in PPR 2008.
• Detailed knowledge in project’s procurement, especially in Implementing Partner Agreements (Government and NGO), Individual Consultants, Contract for Services etc.
• Sound knowledge of internationally recognized procurement standards and all stages of procurement for goods and services.
• Strong understanding of contract management, supplier performance monitoring, and procurement documentation requirements.
• Strong analytical, problem-solving, organizational, and prioritization skills, with attention to detail and accuracy.
• Ability to establish and maintain effective working relationships with internal and external stakeholders, including colleagues, partners, suppliers, and service providers at national, regional, and international levels.
• Excellent communication and drafting skills, including the ability to prepare clear procurement documents, reports, and correspondence.
• Very good information technology skills, including advanced proficiency in Microsoft Office applications, particularly Word and Excel.
• Knowledge of enterprise resource planning systems, including SAP, would be an advantage.
• Knowledge of results-based management and experience in procurement within the United Nations system or other international organizations are desirable.
• Excellent command of English and Bangla, both written and spoken.
• Knowledge of another official language of the United Nations would be an asset

Skills

• Procurement Planning
• Contract Management
• Contract Administration
• Supplier Performance Monitoring
• Procurement Documentation
• Project Procurement
• Implementing Partner Agreements
• Procurement Standards
• Logistics Management
• Supply Chain Management
• UN Procurement Policies
• PPR 2008
• Procurement Reporting
• MS Word
• MS Excel
• Enterprise Resource Planning
• SAP
• Result-Based Management
• Procurement for Donor-Funded Projects
• Procurement in UN System
• Drafting Communications

Languages

English, Bangla