Procurement Assistant

Organizational Context

UNESCO is strengthening operational management for its programs and projects in Chad. This role is crucial for enhancing the organization's visibility, institutional presence, and strategic positioning with national and international partners. The Procurement Assistant will be based at the UNESCO Antenna in Chad, contributing to effective program delivery.

Job Purpose

The Procurement Assistant will provide essential support in procurement and supply chain activities, covering products, services, works, and general services. This role is vital for ensuring that all procurement processes align with UNESCO's Procurement Manual, financial regulations, and donor requirements. The assistant will support program teams in developing annual procurement plans, consolidating purchase requests, and monitoring procurement activities. Key responsibilities include maintaining supplier databases, conducting market research, and ensuring accurate supplier information. The role also involves assisting in contract preparation, management, and ensuring timely delivery and payment processing, all while upholding UNESCO's standards of integrity and efficiency.

Responsibilities

Ensure procurement processes comply with UNESCO's Procurement Manual, financial regulations, and donor requirements. Assist program teams in developing annual procurement plans and consolidating purchase requests. Monitor procurement activities, track deadlines, and prepare performance reports. Update and maintain the supplier database, conduct market research to identify new suppliers, verify eligibility, and evaluate performance. Assist in preparing and reviewing purchase contracts, amendments, and ensure their execution and timely delivery. Coordinate with finance for supplier payments and collect necessary documentation for contract management. Support the preparation of tender documents, quotations, and proposals, and assist in bid evaluations and negotiations. Contribute to the implementation of e-procurement strategies and tools. Analyze and manage purchase requests, ensuring accuracy of data in the financial system. Process purchase orders and review invoices, resolving any discrepancies with suppliers or program staff. Track and contribute to resolving procurement-related issues in coordination with stakeholders. Assist in monitoring supplier capacity for timely delivery. Support cost-saving strategies and prepare VAT exemption requests and customs clearance documents.

Work Experience

A minimum of three years of relevant professional experience in procurement, logistics, or a similar field is necessary. Prior experience within the UN system, particularly UNESCO, is an advantage.

Skills

Proficiency in at least one ERP system (e.g., SAP, Oracle) and standard office software (Word, Excel, PowerPoint, Outlook). Ability to handle confidential information with discretion and uphold ethical standards. Strong planning, organizational, and prioritization skills. Excellent interpersonal and communication abilities, with the capacity to work effectively in a multicultural environment. Fluency in French and/or English is essential.

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