The Administrative Assistant (Contract Management) reports directly to the Senior Finance and Administrative Officer and carries out tasks under the overall authority of the officer-in-Charge of the UNESCO Kabul Office. The position is tasked with delivering a range of contract and procurement management-related activities in support of the administrative unit and project/programme delivery.
Within delegated authority, the Administrative Assistant (Contract Management) will be responsible for the following duties:
Contract Management
Peer-review of technical and financial evaluation contract procurement documents.
Assist in ensuring adherence to contractual agreements, recommended amendments, and extensions of contracts to ensure compliance with administrative policies.
Assist in vendor registration in the system.
Track all active procurement contracts to ensure delivery according to payment structure schedules.
Follow-up with project managers on the contract timelines.
Review of payment requests in compliance with the procurement agreements.
Prepare monthly reports for all active procurement contracts.
Procurement-support
Assist the programme teams with preparing and reviewing Terms of Reference (TOR) for the procurement and purchase procedures according to the established administrative procedures and rules.
Review draft contracts prepared by the programme teams, ensuring compliance with the established administrative procedures and rules.
Review procurement evaluation documents for completeness and compliance with relevant administrative rules prior to submission for final approval and signature.
Review, record, and prioritize procurement requests and obtain additional information required in the procurement evaluation process.
Check the quality of deliverables in coordination with the programme teams, and ensure that procured items are correctly delivered per specification.
Follow up with suppliers to ensure timely delivery of goods and services.
Prepare the draft of offers and compile data contained in quotations, proposals, and bids to determine the best-for-value vendor.
Prepare submission to the Contracts Committee for review and approval.
Maintain all relevant files, and track any contractual agreements.
Assist in compiling and presenting procurement data, including relevant supporting documents, and recommend approval of the contract.
Attend inter-agencies procurement working group and maintain the current list of LTAs.
Admin-Support
Monitor the status of programme and project proposals and receipt of relevant documentation for review and approval.
Assist in the field spot checks and progress compliance assessment of contracts issued under the Implementing Partners Agreements.
Assist in maintaining and monitoring the database for ongoing and planned contracts and compile consolidated annual procurement & contracting plans.
Assist in pre-qualifying vendors, identifying product sources, and evaluating vendors' quality, prices, and delivery performance.
Assist in the solicitation and evaluation processes (bids/proposals/quotations) to ensure overall competitiveness, quality, and conformity to specified requirements.
Assist in suppliers and market research.
Assist in identifying knowledge and capacity gaps of the programme staff related to overall procurement processes and address them through training, coaching, and other capacity development interventions.
Additional tasks that may be required to ensure the success of the work team.
Required Qualifications
Education
A minimum first-level university degree in administration, finance, project management, or contract/procurement management-related field.
Work Experience
A minimum of five (5) years of progressively responsible professional experience in procurement and contract management.
