Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Santiago

Job Family: Administration

Type of contract : Non Staff

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Duty Station Time) : 28-JUL-2025

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

Under the overall delegated authority of the Director of the UNESCO Regional Office for UN Coordination for Latin America and the Caribbean, and the direct supervision of the Senior Operations Officer, the incumbent provides technical support in Procurement. The incumbent will ensure the best value for money and fairness, integrity, and transparency of processes in accordance with the Organization’s regulations, rules, and procedures, as well as international standards and best practices.

Under the general supervision of the Senior Operations Officer the incumbent will carry out the following roles and responsibilities:

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 and strategies.

• Support the organization in procurement processes including participating in preparation of RFQs, ITBs or RFPs documents, 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 and regulations for contracts-related procedures.
• Prepare draft of the purchase orders and contracts in and outside the ERP system, recurring Purchase orders for 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, performance requirements, and respect of delivery schedules; and generate necessary periodic and ad-hoc reports as required, documenting lessons learned and recommendations.

• Support the implementation of the internal control system, ensuring that purchase orders are duly prepared and dispatched, as well as timely corrective actions on POs with budget check errors and other issues.

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 the operations/ projects staff on Procurement
• Participate in the trainings conducted by the procurement unit for vendors, to explain the procurement logistic process 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 efficient functioning of the Office.

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 the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) , and experience in handling of web-based management systems/ automated procurement systems are required.

Languages:

• Fluency in English and Spanish, both spoken and written.

Education:

• A university degree (bachelor”s degree) in Finance, Business or Public Administration, or any other related field will 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 will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience, Knowledge, and Skills:

• Experience in procurement and contracting in a UN agency or similar international organizations is an advantage.
• Experience maintaining supplier/vendor rosters or conducting supplier market research and outreach is an advantage.
• 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, or organizing conferences/events is desirable.

• Duration of contract: From 1 to 6 months. Contract renewable subject to funding and satisfactory performance.
• Full-time. Presence in Chile to work in a hybrid manner with at least twice a week in the Office.
• Deliverables: Monthly activity report.
• Work plan: At the beginning of the consultancy, a work plan will be established that will define the specific products and their delivery dates.