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.

Duties and Responsibilities

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.

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.

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

Cross-Functional & Technical competencies

Required Skills and Experience

Education:

• High School education is required
• Minimum of 3 years (with high school diploma) of relevant progressively responsible procurement or administrative experience is required at the national and international level. 

Experience:

• Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP.
• 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:

• Fluency in English and Arabic is required.
• Knowledge of Kurdish language is desirable.

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.