Background

UNDP Iraq has established Contracts, Assets, and Procurement (CAP) as a procurement review committee to render advice to the senior management, case officers, and project units on procurement actions leading to award of contracts. CAP is an independent committee in the Country Office and led by the appointed CAP Chairpersons.

The CAP Secretary performs the role of the Secretary of the CAP. The CAP Secretary will be supervised by the Contracts, Assets, and Procurement (CAP).Under the guidance of the CAP Chairpersons, the CAP Secretary ensures overall management of the CAP secretariat and provides support to the CAP Chairpersons in maintaining an effective system for oversight and advisory services.

The CAP Secretary works in close collaboration with the various project units and procurement unit in the Country Office as well as with the CAP members in coordinating the entire process of CAP review, including organizing weekly and ad-hoc CAP meetings, preparing minutes, exchange information and providing support through the CAP online application. He/she provides support to the CAP Chairpersons and prepares analytical and statistical reports and provides administrative and logistical support. The CAP Secretary promotes a collaborative, client-focused, quality and results-oriented approach in the CAP. 

In addition to the secretarial role, the CAP Secretary analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement review process.

Duties and Responsibilities

  • Efficient operation of procurement process oversight;
  • Organizing and coordination of weekly and ad-hoc meetings for CAP in close collaboration with the CAP Chairpersons and Members to ensure availability of members to meet quorum and timely review of cases.
  • Ensuring availability of necessary documentation relating to the procurement process: TORS/specifications, advertisements, solicitation documents, minutes of opening of offers, evaluation reports, signed undertakings, recommended offer, protests if any and response, and draft contract.
  • Analyzing cases submitted to CAP; the analysis shall be based on the case information as well as related documentation and background checks as necessary and other sources to ensure compliance with the policy and regulatory framework of the Organization, procurement principles of competition and integrity, accountability, transparency and ethical behavior, and the achievement of value for money.
  • Maintaining adequate communication with Requestors to ensure timely and adequate response to committee clarifications;
  • Preparing review notes for submissions, highlighting pertinent information affecting procurement principles and outcome of the process;
  • Preparing meeting recommendation summaries and notes on the proceedings, recording observations, comments and concerns of the Members and chairperson;
  • Following up on implementation of the conditions subject to which cases were approved; utilizing Atlas and other means, as necessary. 

Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Promotes the vision, mission and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Building Strategic Partnerships

  • Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues;
  • Establishes and nurtures positive communication with partners.
  • Basic research and analysis
  • Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
  • Documents and analyses innovative strategies and new approaches;
  • Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise

  • Fundamental knowledge of own discipline
  • Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Analyzes the requirements and synthesizes proposals
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Client Orientation

  • Establishing effective client relationships
  • Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • Actively supports the interests of the client by making choices and setting priorities to meet their needs;
  • Anticipates client needs and addresses them promptly. 

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity; 
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Managing conflict;
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
  • Informed and transparent decision making. 
  • Focuses on result for the employer / supervisor and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities

Required Skills and Experience

Education:

  • Secondary Education. University degree in Business Administration, Economics, Information Sciences, Social Sciences, Engineering or related field an advantage, but is not a requirement.

Experience:

  • Minimum 6 years professional experience with 3 years in procurement activities and processes, including procurement’s planning and contract financial management.
  • Procurement/administrative working experience with UN agencies, and procurement certifications would be considered as important assets.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

  • English

 

Instruction for submission of applications:

  • Please fill out a P-11 form posted on http://www.iq.undp.org/content/iraq/en/home/operations/jobs.html and apply online. Please note that no other type of application form, including CVs, will be considered for such positions, other than the one found at the link specified above.
  • Only candidates who are short-listed will be contacted.
  • We strongly encourage qualified female candidates to apply.   UNDP seeks to ensure that male and female employees are given equal career opportunities, and that staff members are able to keep an appropriate balance between work and private life.
  • UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
  • UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.