Senior Procurement and Contracting Assistant

OVERVIEWPost Number : 1CAUIS0099PA Grade : G-6 Parent Sector : UNESCO Institute for Statistics (UIS) Duty Station: Montreal Job Family: Administration Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 12-JAN-2026 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism OVERVIEW OF THE FUNCTIONS OF THE POST Background The UNESCO Institute for Statistics (UIS), established in 1999, is UNESCO’s official statistical agency and the UN system’s primary source of global education data. It provides cross-nationally comparable statistics to support global, regional, and development agendas, including the SDGs, the G7, G20, the Global Education Cooperation Mechanism, and the UN Transforming Education Summit. UIS maintains the world’s most comprehensive education statistics database and responds to emerging data needs, for example, monitoring the global impact of COVID-19 on education. Its work is built on three pillars: developing standards and methodologies, supporting data production, and promoting data use through outreach.Aligned with its 2022–2029 Medium-Term Strategy, UIS aims to help Member States make evidence-based decisions, benchmark progress, and learn from the experiences of others through reliable, high-quality statistical information. PurposeUnder the overall authority of the Director/Head of Office and the direct supervision of the Senior Finance and Administrative Officer, the incumbent provides dedicated procurement support to all UIS sectors and offices. The incumbent ensures value for money, fairness, integrity, and transparency throughout all procurement processes in strict accordance with UNESCO regulations, rules, procedures, and international best practices.Long Description Main Responsibilities and Tasks General Accountabilities Provide guidance and interpretation on non-complex administrative rules, regulations, and procedures. Assist with office security activities and system maintenance. Coordinate building management support, including maintenance requests, security, and cleaning services. Support stockroom management. Provide front desk support; monitor shared mailboxes and take relevant action. Initiate contracts and manage vendor relationships; certify vendor profile creation and amendments. Draft and prepare routine correspondence, memoranda, and non-substantive reports. Maintain confidential and general files and establish reference systems. Procurement and Contracting Accountabilities Assist in initiating procurement actions, preparing purchase orders and contracts; monitor status of requisitions and maintain contact with suppliers. Assist in developing and updating procurement plans, ensuring alignment with organizational priorities and resource availability. Support sectors to create contracts and Purchase Orders in DUO. Monitor adherence to rules and regulations governing contracts and procurement within the Office. Assess procurement proposals for compliance with standards; support the overall contracting process as needed. Assist in establishing and implementing monitoring systems for procurement processes, including requests for quotations (RFQ), invitations to bid (ITB), requests for proposals (RFP), expressions of interest (EOI), and other procurement actions such as IPA Financing Activity Contracts and other contract types. Receive, evaluate, and analyze quotations, bids, proposals, or applications, ensuring fair and transparent selection processes. Provide support and advice on the selection of appropriate contractual modalities (e.g., Vendors, Consultants, Partners) across various programmes and projects. Long Description Financial Accountabilities Act as certifying officer up to the authorized level delegated by the CFO. Review draft reports; verify overall accuracy and consistency; cross-check consistency of figures. Record and reconcile authorized accounting transactions. Verify and process payments as required. Prepare routine financial reports for monitoring purposes. Provide assistance and guidance to staff on basic financial procedures. Logistic and Operational Accountabilities Ensure that asset and inventory records are up to date. Perform the annual physical verification exercise. Take appropriate action to initiate disposal and recording of assets. Make arrangements, assist and advise on shipments; liaise with customs; manage mail and courier services. Advise and provide briefings to newly arrived staff, experts, and consultants on basic procedures, building and office rules, and provide assistance with building access cards and accreditation systems. COMPETENCIES (Core / Managerial) Professionalism (C)Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)- For detailed information, please consult the . REQUIRED QUALIFICATIONS Education Completed secondary, technical, and/or vocational education. Work Experience A minimum 8 years of significant experience in administration, finance, and procurement , preferably with UNESCO, other United Nations agencies and/or international organizations?  Demonstrated professional experience in supply procurement, operations, and/or contracting management is required. Skills and Competencies Comprehensive knowledge of commercial supply sources and common business and industry practices relevant to procurement. Ability to deliver quality, timely support and services within strict deadlines. Demonstrated ability to interpret and apply a wide range of procurement and contracting regulations, processes, guidelines, frameworks, standards, and governance directives. Excellent interpersonal skills and ability to establish constructive working relationships with internal and external partners in a multicultural environment. Ability to work independently while also providing support when necessary. Commitment to promoting accountability, results-based management, and enterprise risk management within the procurement function. Strong organizational and reporting skills, with attention to detail and accuracy. Proficiency with information tools (e.g., Microsoft Word, Excel, intranet, internet, ERP systems).General knowledge of UN rules, regulations, and administrative procedures.Practical knowledge of Enterprise Resource Planning (ERP) systems. Languages Excellent knowledge (spoken and written) of English and/or French, and good knowledge of the other. DESIRABLE QUALIFICATIONS Education Relevant post-secondary education and professional certification in Finance, Human Resources, Administration, or related fields. Work Experience Experience in a scientific organization or educational institute at the international level; knowledge of procurement and contract management processes. Skills and Competencies Ability to interpret and apply procurement and contracting policies. BENEFITS AND ENTITLEMENTS UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc. The approximate annual starting salary for this post is 55,741 CAD.