Major Activities
1. Provide advice, guidance and technical support to all Sections/Units on the full range of procurement issues during all stages of the procurement process:
a) Guide and advise all concerned parties on contractual rights and obligations.
b) Assist sections in the preparation of purchase and/or tender documents for procurement of goods and services, as needed.
c) Prepare guidelines, instructions, etc. related to procurement matters, as needed.
d) Provide recommendations to programme specialists and section heads on more complex contractual matters, requiring their intervention.
e) Train employees on procurement related activities, as required.
f) Document procurement processes and related activities, as needed.
g) Keep up to date on best practices in the areas of contractual and procurement management.
h) Assist the program units with the vendor creation process.
2. Ensure adherence to contractual agreements, amendments and extensions:
a) Review all documents received from Sections / Units to ensure adherence to UNESCO rules and regulations.
b) Evaluate if proposals/quotations ensure overall competitiveness, quality, and conformity to specified requirements.
c) Verify that all costs related to the contracts are in accordance with the rules and regulations.
d) As a certifying officer, create Purchase Orders (POs) for various contracts in DUO/IRIS (i.e. commodity, fee contract, individual consultant, and translation, implementation partnership agreement, activity financing) after carefully reviewing all related documents.
e) Review all requests for contract amendments and create amendment POs in accordance with rules and regulations.
f) Coordinate the issuance and the signature of the contracts by both parties in a timely manner.
g) Raise and maintain funds reservations
h) Prepare quantitative and qualitative reports, correspondence and other documents on procurement-related matters, as needed.
3. Monitor and report on commitments and execute the related financial processes :
a) Production of commitment status reports on regular basis for monitoring project implementation and to support management decision-making processes. Monitor open commitments, follow up on outstanding and overdue items with the respective sections;
b) Follow up on deliverables received; ensure completeness of supporting documentation; verify that the process is in accordance with UNESCO financial rules; review and post invoices as Certifying Officer in accordance with delegated authority.
c) Monitor and report on staff cost; produce reconciliation on a monthly basis