Procurement Clerk

Job Posting Organization:
The UNDP Iraq Country Office is dedicated to administering and managing Common Premises (CP) and shared services for co-located UN agencies, funds, and programs. The organization aims to ensure efficient, secure, and cost-effective management of all common premises, assets, and services. The mission of the UNDP is to support countries in achieving sustainable development and improving the quality of life for their citizens. Established as part of the United Nations Development Programme, the Iraq Country Office operates with a focus on providing high-quality support services to all Participating Agencies, enabling them to concentrate on their core mandates. The organization employs a diverse workforce and operates in multiple countries, promoting collaboration and shared resources among UN entities.

Job Overview:
The Procurement Clerk position is integral to the UNDP Iraq Country Office, working under the guidance of the Procurement Analyst – Head of Finance Unit and with matrix reporting to the Operations Specialist - CP. The role is designed to ensure the provision of quality procurement services while promoting a client-oriented approach consistent with UNDP rules and regulations. The Procurement Clerk will be responsible for supporting procurement processes for Common Premises (CP), Country Office (CO), and related projects. This includes preparing procurement plans, organizing procurement processes, conducting preliminary evaluations, and ensuring compliance with UNDP regulations. The position also involves maintaining a proper filing system, preparing contracts, and implementing internal control systems to ensure timely and accurate procurement activities. The Procurement Clerk will contribute to the implementation of sourcing strategies and support knowledge sharing within the organization, participating in training sessions and contributing to knowledge networks.

Duties and Responsibilities:
The Procurement Clerk will have a comprehensive set of duties and responsibilities, including but not limited to:

• Supporting procurement processes for CP, CO, and related projects, ensuring the achievement of procurement goals.
• Providing inputs for the preparation of procurement plans for the Common Premises.
• Assisting in the organization of procurement processes, including the preparation of Request for Quotations (RFQs), Invitations to Bid (ITBs), or Request for Proposals (RFPs) documents.
• Receiving and evaluating quotations, bids, and proposals in accordance with UNDP rules and regulations.
• Preparing Purchase Orders and contracts in the Quantum system.
• Preparing procurement cases on the online CAP/RACP/ACP system and responding to clarifications raised by Review Committees.
• Maintaining a proper filing system within the procurement unit and preparing contracts and Variation Orders as needed.
• Implementing an internal control system to ensure that Purchase Orders are prepared and dispatched correctly.
• Taking timely corrective actions on Purchase Orders with budget check errors and other issues. 1
• Providing information for the preparation of cost-recovery bills for procurement services provided by UNDP to other agencies. 1
• Contributing to the formulation and implementation of contract strategies and strategic procurement, including e-tendering processes and supplier selection. 1
• Supporting knowledge building and sharing within the CP and CO, participating in training for staff and contributing to knowledge networks.

Required Qualifications:
The position requires a high school education as a minimum qualification. Candidates must possess at least three years of progressively responsible procurement or administrative experience at both national and international levels. Proficiency in the use of computers and office software (such as MS Word and Excel) is essential, along with experience in database packages and web-based management systems like ERP. Experience working with UN/UNDP or other international organizations is highly desirable. Candidates should demonstrate the ability to thrive in a complex multicultural and multinational environment, and knowledge of the Quantum system is an advantage. Additionally, a CIPS level 2 certification is desirable, indicating a recognized level of expertise in procurement.

Educational Background:
A high school diploma is required for this position. While higher education may not be mandatory, it is often preferred and can enhance a candidate's qualifications. The educational background should ideally include coursework or training related to procurement, business administration, or a related field, which would provide a solid foundation for the responsibilities of the Procurement Clerk role.

Experience:
Candidates should have a minimum of three years of relevant experience in procurement or administrative roles. This experience should include progressively responsible positions that demonstrate the ability to manage procurement processes effectively. Experience in a multicultural and multinational environment is strongly preferred, as it indicates the candidate's ability to navigate diverse workplace dynamics. Familiarity with procurement practices within the UN system or similar international organizations is highly advantageous, as it aligns with the operational context of the UNDP.

Languages:
Fluency in both English and Arabic is required for this position, as these are the primary languages used in the workplace. Knowledge of the Kurdish language is considered desirable, as it may facilitate communication with local stakeholders and enhance the effectiveness of procurement activities in the region. Proficiency in additional languages may also be beneficial, depending on the specific needs of the role and the diversity of the teams involved.

Additional Notes:
The UNDP is committed to equal opportunity employment and values diversity in its workforce. The organization encourages qualified applicants from all backgrounds to apply, ensuring that employment decisions are based on merit and suitability for the role without discrimination. The Procurement Clerk position may involve a full-time commitment, and candidates should be prepared to engage in a dynamic work environment. The UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for consideration for similar positions at the same grade level. The organization does not charge any fees during the recruitment process, and candidates are encouraged to report any suspicious activities related to recruitment scams.