Procurement Clerk (Open to all external applicants)

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