Administrative Assistant (Procurement)

JOB DETAILS

Type of contract : Service Contract

Level :  SC5

Hiring Unit : Sector For Administration and Management (ADM)

Duty Station : Kabul

Work location : On site

Duration of contract : 9 months

Hiring open to : External candidates

Application deadline (Midnight UTC+3 Time) : 10/03/2026

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

ORGANIZATIONAL CONTEXT

As a specialized United Nations agency, UNESCO has been working in Afghanistan as a long-term strategic partner. UNESCO’s education support to Afghanistan is built around the United Nations Strategic Framework for Afghanistan (2023-2027) to achieve the Sustainable Development Goals (SDGs), meeting current educational needs while establishing the foundation for the sector's reconstruction and improvement going forward and aligning with global education priorities outlined in the UNESCO Medium-Term Strategy (2022-2029). 

Long Description

MAIN TASKS AND SERVICES

Under the overall authority of the Head of UNESCO Kabul Office and the overall supervision of the Senior Operations Officer, and direct/immediate supervision of Procurement and Contracting Officer the incumbent will take the following responsibilities:

(Contract Management)

1. Peer-review of technical and financial evaluation contract procurement documents.

2. Assist in ensuring adherence to contractual agreements, recommended amendments, and extensions of contracts to ensure compliance with administrative policies.

3. Assist in vendor registration in the system.

4. Track all active procurement contracts to ensure delivery according to payment structure schedules.

5. Follow-up with project managers on the contract timelines.

6. Review of payment requests in compliance with the procurement agreements.

7. Prepare monthly reports for all active procurement contracts.

Long Description

(Procurement-support)

8. Assist the programme teams with preparing and reviewing Terms of Reference and Specifications for the procurement and purchase procedures according to the established administrative procedures and rules.

9. Draft and launch bidding documents, including Requests for Quotations (RFQ), Invitations to Bid (ITB), Requests for Proposal (RFP) and Call for Partnership.

10. Maintain and update the procurement trackers and folders on a regular basis.

11. Ensure that all procurement documents are appropriately filed.

12. Facilitate and arrange bid opening and evaluation of procurement tenders.

13. Provide responses to queries from clients, bidders, etc. regarding procurement-related matters.

14. Ensure timely and accurate completion of procurement processes.

15. Review draft contracts prepared by the programme teams, ensuring compliance with the established administrative procedures and rules.

Long Description

16. Review procurement evaluation documents for completeness and compliance with relevant administrative rules prior to submission for final approval and signature. 

17. Review, record, and prioritize procurement requests and obtain additional information required in the procurement evaluation process. 

18. Check the quality of deliverables in coordination with the programme teams, and ensure that procured items are correctly delivered per specification.

19. Follow up with suppliers to ensure timely delivery of goods and services.

20. Prepare the draft of offers and compile data contained in quotations, proposals, and bids to determine the best-for-value vendor.

21. Prepare submission to the Contracts Committee for review and approval.

22. Maintain all relevant files, and track any contractual agreements.

23. Assist in compiling and presenting procurement data, including relevant supporting documents, and recommend approval of the contract.

24. Attend inter-agencies procurement working group and maintain the current list of LTAs. 

(Admin-Support)

25. Monitor the status of programme and project proposals and receipt of relevant documentation for review and approval.

26. Assist in the field spot checks and progress compliance assessment of contracts issued under the Implementing Partners Agreements. 

27. Assist in maintaining and monitoring the database for ongoing and planned contracts and compile consolidated annual procurement & contracting plans.

28. Assist in pre-qualifying vendors, identifying product sources, and evaluating vendors' quality, prices, and delivery performance.

29. Assist in the solicitation and evaluation processes (bids/proposals/quotations) to ensure overall competitiveness, quality, and conformity to specified requirements.

30. Assist in suppliers and market research.

31. 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.

32. Additional tasks that may be required to ensure the success of the work team. 

Long Description

Long Description

DURATION OF THE CONTRACT

Long Description

COMPETENCIES - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Innovation (C)
• Knowlegde sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)

   

  For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

• University degree in Business Administration, Economics, Accounting or a related field. Work Experience: 

WORK EXPERIENCE

• Minimum 5 years of professional experience in field of Procurement, Administration, operations,…
• At least 2 years of working experience in international organizations, and diverse working environment; 

Long Description

SKILLS AND COMPETENCIES

• Excellent writing, communication, and organization skills.
• Excellent computer and internet skills
• Excellent teamwork skills specially in a diversity working environment.
• Knowledge of computer programmes and internet 

LANGUAGES

• Excellent Knowledge and fluency in English.
• Fluency in national languages Dari or Pashto (written and spoken)
• Possession of international certification in public procurement like CIPS

DESIRABLE QUALIFICATIONS

EDUCATION

WORK EXPERIENCE

Long Description

SKILLS AND COMPETENCIES

LANGUAGES

BENEFITS AND ENTITLEMENTS

Long Description

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted. 

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.  

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. 

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

• UNESCO recalls that paramount consideration in the appointment of personnel shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
• UNESCO applies a zero-tolerance policy against all forms of harassment.
• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
• All applications will be treated with the highest level of confidentiality.
• The statutory retirement age at UNESCO is 65 years.
• UNESCO does not charge a fee at any stage of the hiring process.