JOB DESCRIPTION

Background and Organizational Context:

UNDP Iraq has recently created a new Country Programme Document (CPD) (2025 – 2029) that will serve to strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. The CPD is well-aligned with the Government of Iraq’s (GOI’s) National Development Plan and other GOI strategies and action plans, as well as the UN Sustainable Development Cooperation Framework (UNSDCF) 2025 – 2029.

In approaching the new CPD 2025 – 2029, UNDP Iraq is systematically changing how its institutional and programmatic activities are portrayed and financed. Placing emphasis on programme alignment, coordination, and creation of synergies, the CPD is designed to provide the foundation for the whole public policy life cycle that is expected to allow for engagement in new areas of joint work and resource mobilization.

This new approach requires a new structure that will position UNDP in the new country context, as well as engaging skills that will allow for substantive value added through (a) providing thought leadership and innovation, (b) mobilizing strategic resources, (c) ensuring projects are implemented in a smooth, efficient and transparent manner, and (d) engaging on the most pressing and transformational development challenges in Iraq.

The UNDP Iraq CO envisions a new programme office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners.

To achieve this, the UNDP Iraq Country Office must focus on aligning projects, programmes and policy workstreams to UNDP corporate strategy, national priorities, and related frameworks. As such, the Country Office is adopting a new business model in Iraq around a wholistic approach to development portfolio programming. This approach requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications, and efficient operations.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Position Purpose:

Under the guidance of the Head of Procurement Unit, (Procurement Analyst) the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO. The Procurement Associate may supervise and/or lead the support staff if/when delegated by supervisor. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues.

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.

Incumbent is expected to display innovation, initiative, and a strong client orientation that encourages and rewards the timely delivery of services for all clients and partners. S/he might be required to undertake emerging tasks and additional duties as requested by direct supervisor or senior management.

Duties and Responsibilities:

1.) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls.
• Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management.

2.) Organize procurement processes for CO, projects, and other UN Agencies.

• Provide guidance and inputs to the project team on procurement plans for the country office and projects.
• Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations.
• Prepare Purchase orders and contracts in Quantum and outside procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
• Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
• Prepare reports on procurements in CO.
• Request offers for events management.
• Maintain proper filing system in the procurement Unit.
• Implement or partake in joint procurement processes for the UN agencies in line with the UN reform.

3.) Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.

• Develop and update rosters of suppliers.
• Implement supplier selection and evaluation.

4.) Facilitate procurement knowledge building and knowledge sharing in CO.

• Organize procurement training for operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.

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

Supervisory/Managerial Responsibilities: None

Competencies:

Expected Demonstration of 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:

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.

Procurement
Stakeholder Management
Ability to work with incomplete information and balance competing interests to create value for all stakeholders

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
Risk Management
Identify and organize action around reducing, mitigating and proactively managing risks

Business Management
Communication

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

Keywords:

Public Sector Procurement and Sourcing

Stakeholder management

Purchase order and contract monitoring

Supplier evaluation

Best value for money

Required Skills and Experience

Education:

• Secondary education is required.
• A university degree (bachelor´s 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 highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience, Knowledge, and Skills:

• Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant progressively responsible in public sector procurement of goods and services at the national and international level is required.
• Demonstrated experience in administration would be an advantage.
• 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 is required.
• Exposure to UN and/or UNDP procurement procedures, grant applications and program implementation is desirable.
• Proven capability of working in ahigh- pressure environment with sharp and frequent deadlines, managing many tasks simultaneously is desired.
• Experience with procurement work in the humanitarian/multilateral context is desirable.
• Experience in advanced knowledge web-based management procurement systems such as ERP is desired.
• Experience in conducting training on procurement matters would be an asset.

Language Requirements:

• Fluency in English and Kurdish is required.
• Fluency in Arabic is desired.

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.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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.

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