Procurement Assistant

The Procurement Assistant will support procurement and supply activities at the UNESCO Antenna in Chad, ensuring compliance with UNESCO procurement rules and assisting in contract management, supplier evaluation, and purchase order processing. The role involves coordination with program teams and financial services to ensure timely and efficient procurement operations.

Responsibilities

• Ensure compliance of procurement processes with UNESCO Procurement Manual, Financial Regulations and Rules, applicable delegations of authority and donor requirements.
• Assist program teams in developing annual procurement plans, consolidate purchase requests from projects, monitor procurement activities using tracking tools, monitor processing times and performance indicators, and prepare monthly and ad hoc reports on procurement status.
• Maintain and update supplier database, conduct market studies to identify new suppliers, verify eligibility, monitor and evaluate supplier performance, register new suppliers in the system and maintain accuracy of existing supplier data.
• Assist in collecting relevant and updated information for procurement contracts, evaluating offers, managing contracts, offers and suppliers in compliance with contractual obligations, legal considerations, and organizational standards and procedures.
• Assist in preparing contracts and amendments, monitor signature process and execution, ensure delivery schedules are respected, coordinate with finance services for payment processing and collect necessary supporting documents.
• Assist in preparing/verifying terms of reference, requests for quotations, invitations to bid, requests for proposals, evaluating offers, negotiating with suppliers and preparing files for submission to Procurement Specialist/Administrator/Procurement Committee.
• Assist in implementing procurement strategies including development or application of e-procurement software focusing on management tools.
• Assist in analyzing and managing purchase requests in consultation with Program Officers to ensure clarity and accuracy of data entered in the organization's financial system, product characteristics, quality, conditions and delivery dates.
• Assist in processing and issuing purchase orders; review and process invoices in liaison with program or operations staff and/or suppliers to resolve issues.
• Assist in following up procurement-related issues and contribute to their resolution in coordination with relevant stakeholders.
• Assist in monitoring suppliers' capacity to deliver on time and within acceptable limits of implementation plan in collaboration with Procurement Specialist/Administrator.
• Assist in researching new suppliers and products as needed.
• Contribute to developing and applying cost-saving and economy strategies.
• Prepare VAT exemption requests and customs clearance files and follow up on these files.
• Monitor office needs for acquisition of goods, equipment, furniture, vehicles and other operational supplies; coordinate acquisition process according to UNESCO Procurement Manual and asset management policy; ensure follow-up of preventive and corrective maintenance of office assets and equipment in liaison with suppliers, relevant services and administration team.
• Maintain, classify and archive procurement files ensuring completeness, compliance and updating according to UNESCO policies and procedures; prepare and provide all files and supporting documents required for audits, internal and external controls, and compliance reviews; support follow-up of resulting recommendations.
• Perform any additional activities required to ensure the success of the team's work related to the functions and responsibilities of the position and as requested by management.

Requirements

• Be holder of a university degree at the Bachelor's level in Procurement, Economic and Financial Sciences and Techniques, Public Management and Administration or equivalent.
• Have a minimum of three (3) years of relevant professional experience in procurement, logistics or similar experience.
• Very good knowledge of an ERP system (SAP, Oracle, etc.).
• Familiarity with common office software (Word, Excel, PowerPoint, Outlook, etc.).
• Ability to handle confidential information with discretion and apply principles of ethics, integrity and transparency in procurement activities.
• Ability to take initiative and identify alternative solutions within internal guidelines and procedures, using appropriate procedures and making appropriate decisions.
• Accuracy in administrative, budgetary, financial and human resources information is essential.
• Ability to establish priorities and plan, coordinate and monitor own work plan.
• Ability to propose new ways to achieve work objectives and proactively develop effective solutions to problems in own area of expertise.
• Good interpersonal skills; ability to work in a multicultural environment with sensitivity and respect for diversity.
• Ability to write clearly and concisely and communicate effectively.
• Willingness to keep up to date with new developments in administration, budget, finance and supply chain management of the organization.
• Ability to take responsibility for own performance; recognize potential ethical dilemmas and seek advice to resolve them; respect and work productively with all individuals regardless of gender, national and cultural origin; act in accordance with established procedures and policies.
• Ability to work independently while contributing effectively to team work.
• Good ability to work in a team and under pressure.
• Very good command of French and/or English (spoken and written).

Skills

• Procurement
• Logistics Management
• ERP Systems
• SAP
• Oracle
• Office Applications
• Word
• Excel
• Power Point
• Outlook
• Confidentiality Management
• Procurement Ethics
• Transparency in Procurement
• Administrative Accuracy
• Budgetary Information Management
• Financial Information Management
• Human Resources Information Management
• Work Planning
• Work Coordination
• Problem Solving
• Supplier Evaluation
• Contract Management
• Purchase Order Processing
• Multicultural Sensitivity
• Effective Communication
• Teamwork
• Stress Management

Languages

French, English