Service Contract, Procurement Assistant

OVERVIEW

Parent Sector : Field Office

Duty Station: Santiago

Job Family: General Administrative Support

Type of contract : Non Staff

Level : Level 3

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Duty Station Time) : 15-DEC-2025

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Director of the UNESCO Regional Office for UN Coordination for LatinAmerica and the Caribbean, and the direct supervision of the Senior Operations Officer, the incumbent providestechnical support in Procurement. The incumbent will ensure the best value for money and fairness, integrity, andtransparency of processes in accordance with the Organization’s regulations, rules, and procedures, as well asinternational standards and best practices.
Under the general supervision of the Senior Operations Officer the incumbent will carry out the following roles andresponsibilities:

1.) Support the implementation of operational strategies as per the following:
Assist in ensuring full compliance of procurement activities with UN / UNESCO rules, regulations, policies andstrategies.
Support the organization in procurement processes including participating in preparation of RFQs, ITBs or RFPsdocuments, receipt of quotations, bids or proposals, and participating in evaluation and contracting process.

2.)Support procurement processes as per the following:
-Provide inputs to the preparation of procurement plans for the Office and individual projects.
-Provide support in procurement planning, quality assurance, monitoring of compliance with rules andregulations for contracts-related procedures.
-Prepare draft of the purchase orders and contracts in and outside the ERP system, recurring Purchase ordersfor contracting of services, as well as create POs for LTAs.
-Maintain the filing system for procurement files.
-Maintain a tracking system and database to monitor adherence to contractual agreements, performancerequirements, and respect of delivery schedules; and generate necessary periodic and ad-hoc reports asrequired, documenting lessons learned and recommendations.
-Support the implementation of the internal control system, ensuring that purchase orders are duly preparedand dispatched, as well as timely corrective actions on POs with budget check errors and other issues.

Long Description

3.)Contribute to the implementation of sourcing strategy as per the following:
Update the rosters of suppliers, and the vendor roster periodically.
Support the Adm and Programme units in searching for updated sources of suppliers and contractors.

4.) Ensure the provision of logistical services as per the following:
Prepare POs, arrange shipments, and coordinate conference facility arrangements.
Assist in the negotiations to establish corporate agreements with hotel, and conference facilities.

5.) Support knowledge building and knowledge sharing as per the following:
Provide guidance and advise in Procurement matters, and organize once per year internal trainings for theoperations/ projects staff on Procurement

Participate in the trainings conducted by the procurement unit for vendors, to explain the procurement logisticprocess and the procedures of the customs clearance and the incoterms.
Support in providing sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficientfunctioning of the Office.

Long Description

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education:
-Bachelor’s degree in relevant areas of Procurement, is required.

Experience, Knowledge, and Skills
-A minimum of 5 years of relevant experience in administration/procurement/supply chain is required at thenational or international level.
-Experience in the usage of computers and office software packages (MS Word, Excel, etc.) , and experience inhandling of web-based management systems/ automated procurement systems are required.

Languages:
-Fluency in English and Spanish, both spoken and written.

Long Description

DESIRABLE QUALIFICATIONS

Education:
-A university degree (bachelor's degree) in Finance, Business or Public Administration, or any other related fieldwill be given due consideration, but it is not a requirement.
-CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application willhave a distinct advantage. If the desired certification is not available at the time of recruitment, it should beobtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the timeof application will have a proportionate advantage.

Experience, Knowledge, and Skills:
-Experience in procurement and contracting in a UN agency or similar international organizations is anadvantage.
-Experience maintaining supplier/vendor rosters or conducting supplier market research and outreach is anadvantage.
-Experience in contract management/monitoring is an asset.
-Experience in preparing POs/RFQs/RFPs is an asset.
-Experience in ERP systems, such SAP is an asset.
-Experience providing procurement-related training or participating in knowledge-sharing initiatives with vendors,colleagues, or field staff is highly desirable
-Experience supporting the development or implementation of procurement Standard Operating Procedures(SOPs) or business process mapping is desirable.
-Experience in coordinating or supporting logistical arrangements such as shipping, customs clearance, ororganizing conferences/events is desirable.

Conditions of the contract

-Initial duration of contract is one year, with possibility of renewal subject to satisfactory performance and availability of funds.

-Only candidates with Chilean nationality and/or permission to work in Chile will be considered.

-Modality: Full time and in person.

BENEFITS AND ENTITLEMENTS

Leave

Annual leave Annual leave shall be granted at the rate of 2½ days for each completed month of service, which is credited to the individual from the first day of his/her contract. The annual leave entitlement must be taken in full during the contract period, however up to 15 days can be carried forward if the contract is renewed. Compensation shall not be paid for unused leave at the end of the contract; and contracts must not be renewed solely for the purpose of allowing the SC contract holder to take unused annual leave from a previous contract. If UNESCO terminates the contract of an SC holder before its expiry date, and he/she has any unused accrued annual leave, the contract holder shall take such leave before he/she is separated. If exigencies of service do not allow any such leave to be taken before separation, compensation for any untaken annual leave shall exceptionally be paid. In the event of the SC holder’s resignation, any untaken annual leave shall be taken before the separation; under no circumstances shall compensation be paid for untaken accrued annual leave. If termination is the result of the contract-holder’s improper conduct or violation of any term of the contract, the SC may receive financial compensation for any untaken accrued annual leave.

Sick Leave SC holders are entitled to 2 (two) working days of paid sick leave per completed month of service, equivalent to 24 days (including certified and uncertified sick leave) per complete year of service. The total amount of sick leave shall be credited on the first day of their contract. During the first 2 (two) years of contract, up to 24 days of unused sick leave may be carried forward if the contract is extended. To qualify for paid sick leave, absences of more than three consecutive working days taken by SC contract holders must be supported by a medical certificate. Medical certification is also required after three uncertified sick leave days in any 6 month period.

Maternity leave SC contract holders are entitled to 16 weeks maternity leave, subject to provision of a medical certificate from a qualified practitioner which indicates the expected date of confinement. Once the period of maternity leave has started, no SC contract holder shall be separated during the period of maternity leave: the contract must be extended to cover the full period of maternity leave.

Social Security SC contract holders are not eligible for participation in UNESCO’s Medical Benefits Fund or UN Joint Staff Pension Fund, nor are they covered by UNESCO’s Staff Compensation Plan.  The social security arrangements for the SC contract-holder must be clearly set out in the SC contract, whether they are registered in a local scheme or receiving an additional payment for registering in a private medical and/or pension scheme. The arrangements must be drawn to the attention of the individual before the contract is signed. The contract holder must provide the proof of affiliation to local or private social security scheme.

SELECTION AND RECRUITMENT PROCESS

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