Procurement Clerk (Open to all external applicants)

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.