Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description

Under the overall guidance of the DRR Operations and direct supervision of the Procurement Specialist, The Procurement Clerk supports procurement services in the Country Office ensuring high quality and accuracy of work. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Clerk works in close collaboration with Operations, Programme and project teams in the Country Office and UNDP HQ and vendors to exchange information and ensure consistent delivery of procurement services.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties And Responsibilities

Scope of Work

• Provide administrative support for the procurement team, following up with the required approval process as well as preparation of necessary documents for team missions (staff and consultants);
• Follow up with requesting units to ensure timely submission of procurement requisitions;
• Maintain proper filling system (Hard & Soft) for procurement unit and upload all the files on the share folder. Extract, input, copy, and file data from various sources;
• Ensure the monitoring sheet on the shared drive is regularly updated;
• Keep and update proper records of the various Logs such as solicitation documents, contracts, events and IC Logs;
• Focal point for Mail delivery (pouch services);
• Management of stationary and other office supplies for the procurement team;
• Input information to the rosters of suppliers;
• Participate in procurement training for operations and project staff;
• Make sound contributions to knowledge networks and communities of practice.
• Conduct procurement processes in accordance with UNDP rules & regulations, including micro-purchasing, secondary bidding of LTAs, direct recruitments, contract amendments, RFQs.
• Assist with contract management activities including monitoring of LTA usage, expiry dates, consultancies recruited under LTAs, and extensions.
• Prepare memos, note-to-files and/or note verbales as may be directed by supervisor.
• Respond and manage select communications/emails sent to contract management unit from Suppliers.
• Data analysis on familiarization of reporting analytics based on applicable extracting reports from Quantum.
• Assist in Management and updating of reports and spreadsheets related to performance guarantees and bank guarantee on file.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Under the overall guidance of the DRR Operations and direct supervision of the Procurement Specialist, The Procurement Clerk supports procurement services in the Country Office ensuring high quality and accuracy of work.

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

People Management / NA

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area Name Definition

Procurement Data Management

• Knowledge of processing, storing and validating procurement data.

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

Education

Required Skills and Experience

• Secondary education is required
• A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
• CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within six month.

Experience

• Minimum of 3 years (with high school diploma) of relevant progressively responsible administrative experience is required at the national and international level. No prior experience is required for bachelor’s degree holders.
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP
• Procurement working experience with UN/UNDP or an international organization is desirable.
• Procurement related certifications are highly desirable.
• Experience in public sector procurement of goods and services would be an advantage.
• Demonstrated ability to thrive within a complex multicultural and multinational environment strongly preferred.

Language

• Fluency in English is required.
• Fluency in Kurdish and/or Arabic language is required.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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