Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:
- Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
- Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts
- Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Background
The UNDP Iraq Country Office administers and manages Common Premises (CP) and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandates
Under the guidance and durect supervision of the Procurement Analyst – Head of Finance Unit, with matrix reporting to the Operations Specialist - CP, the Procurement Clerk works in close collaboration with the Country Office and CP Units, Projects and agencies and ensure providing quality procurement services. The Procurement Clerk promotes a client-oriented approach consistent with UNDP rules and regulations.
Scope of Work
1.Supports procurement processes for CP, CO and related Projects focusing on achievement of the following results:
Provision of inputs to preparation of procurement plans for the CP.
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations/bids/proposals;
Conduct preliminary evaluation in accordance with the UNDP rules and regulations.
Preparation of Purchase orders and contracts in Quantum;
Prepare Procurement cases on the on-line CAP/RACP/ACP system;
Prepare responses to any clarifications raised by the Review Committees and ensure submission of proper answers to within the acceptable timeframe;
Prepare ground works for the creation of vendors;
Maintain proper filing system in the procurement Unit.
Prepare contracts and Variation Orders as and when required;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Provision of information for preparation of cost-recovery bills in the system for the procurement services provided by UNDP to other Agencies.
2.Contribute to Implementation of sourcing strategy focusing on achievement of the following results:
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
Formulation and implementation of contract strategy and strategic procurement in CP and CO including the e-tendering processes and evaluating, managing contracts, payment conditions, sourcing strategy, supplier selection, quality management and e-procurement introduction and implementation.
3.Support knowledge building and knowledge sharing in the CP and CO, focusing on achievement of the following results:
Participation in the training for the CO and CO staff on procurement
Sound contributions to knowledge networks and communities of practice.
The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office, Organization.
Institutional Arrangement
The Procurement Clerk will work under the direct supervision of the Procurement Analyst – Head of Procurement Unit with matrix reporting to the CP Operations Specialist.
Competencies
Core
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies (insert up to 7 competencies)
Thematic Area
Name
Definition
Procurement
Sourcing
Ability to find, evaluate and engage suppliers of goods and services
Procurement
Financial Analysis
Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Procurement
Procurement Management
The ability to acquire goods, services or works from an outside external source.
Business Management
Customer Satisfaction/Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concerns
Business Management
Communication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Management
Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
Minimum Qualifications of the Successful NPSA
Min. Education requirements
High School education is required
Min. years of relevant work experience
Minimum of 3 years (with high school diploma) of relevant progressively responsible procurement or administrative experience is required at the national and international level.
Required skills
Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP.
Desired skills in addition to the competencies covered in the Competencies section
Procurement working experience with UN/UNDP or an international organization is desirable.
Demonstrated ability to thrive within a complex multicultural and multinational environment strongly preferred.
Knowledge of Quantum is an advantage.
CIPS level 2 certification is desirable.
Required Language(s)
Fluency in English and Arabic is required.
Knowledge of Kurdish language is desirable.
Professional Certificates
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
