Administrative Assistant

United Nations Educational, Scientific and Cultural Organization

Kabul, Afghanistan

Experience: 5 to 10 Years

Skill Required: HR and Admin

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.


  • 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.


  • 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


  • 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.


  • Fluency in oral and written English