UNDP Iraq Country - United Nations Iraq

United Nations Development Programme
‫برنامـج أالمــم ألمتحـدة أالنمائـي‬
IRAQ
VACANCY ANNOUNCEMENT
Organizational Unit:
Duty Station:
Post Title:
Post Level:
Type of contract:
Duration of Initial Contract:
Deadline for application:
UNDP Iraq Country Office
Sulaimaniyah, IRAQ
Logistic Clerk
SC-3
Service Contract
One Year
17 April 2015
Organizational Context
Under the overall guidance of the Portfolio Manager, Inclusive Growth and Private Sector
Development, and the supervision of the Technical Advisor of the team of the Electricity Sector
Reconstruction Project in Kurdistan, Iraq, the Logistic Clerk provides logistic services related with
project activities by ensuring high quality and accuracy of work in order to obtain the optimum
logistic services based on UNDP’s rules and regulations. The Logistic Clerk promotes a
collaborative, client-focused, quality and results-oriented approach in the delivery of travel
services.
The Logistic Clerk also provides logistic support as well as reliable and safe driving services to the
project team members of the Project in the offices of three Governorates, primarily in
Sulaimaniyah office, ensuring highest standards of discretion and integrity, sense of responsibility,
excellent knowledge of protocol and security issues. The Logistics Clerk also demonstrate a clientoriented approach, courtesy, tact and ability to work with people of different national and cultural
backgrounds.
The Logistic Clerk can be also required to provide driving and logistics services support to other UN
officials
and
visitors
related
to
the
Project
when
and
if
required.
The Travel Clerk works in close collaboration with Programme and Operations teams in the CO to
ensure consistent service delivery.
Key Duties and Responsibilities:




Assists in the organizing meetings, missions, expositions and other events; arranging for
meeting facilities and equipment.
Assists the project manager and project team members in travel/mission and arrangements;
prepares correspondence and assembles documents for participants
Ensures cost-savings of the office funds through proper use of vehicle through accurate
maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle
maintenance plans and reports to the Portfolio Manager and Technical Advisor of the Project
team.
Ensure travel authorization in line with travel entitlements for staff, consultants, UN and
visitors, ensuring that the travel arrangement follow the UN rules of most direct route.
United Nations Development Programme
‫برنامـج أالمــم ألمتحـدة أالنمائـي‬

















Planning of routes, in conjunction with the UNDP Security Unit and UNAMI Security Units,
Ensure that all immediate actions required by transport related security rules and
regulations are taken in case of involvement in accidents.
Follow-up with security section arrangements for security clearance of project manager and
project staff when required.
Arrange hotel reservations for visiting UN/UNDP officials, obtain and ensure approved and
updated hotel list obtained from UNDP security section.
In close consultation with the Operations Associate, follow up on UNDP official request
related to the office with Department of foreign Affairs, and other related Ministries in terms
of customs, taxes Resident Permit as well as requests for renew cards related to their stay
within area.
Receive UNDP officials and office personnel at designated airport locations and transport
them to the residence/accommodation or office premises and support to expediting of
customs and immigration procedures, as necessary.
Transport UNDP Projects workshops/training related materials and equipment according to
the requirements. Deliver mail and messages to UNDP, ministries and other locations as
required.
Assist project accountant in managing administrative works such as photocopying, scanning
documents, binding documents, paying bills, buying office supply. Assist in conducting
workshops, seminars, other official meetings and event’s organizers in logistical
arrangements for UNDP Project.
Provide reliable and safe driving services to the project staff as required
Coordinate/manage the project log books for project vehicle (including the analysis of petrol
usage);
Ensures proper use of vehicle through accurate maintenance of daily vehicle logs, provision
of inputs to preparation of the vehicle maintenance plans and reports to the Portfolio
Manager and Technical Advisor of the Project team.
Responsible for the monitoring of Daily Vehicle Logs and preparation of the Monthly Vehicle
record.
Ensures proper day-to-day maintenance of the assigned vehicle through timely minor
repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car
washing, etc.
Ensures availability of all the required documents/supplies including vehicle insurance, Daily
Vehicle Logs, office directory, and map of the city/country, first aid kit, and necessary spare
parts in the assigned vehicle
Maintain an inventory of Sulaimaniyah office and projects related equipment and assets
under clearance and delivery to the project site.
Maintain contacts and follow up with forward, transport and clearing agents necessary for
the project office and projects delivery of equipment and materials to the projects sites in
close consultation with the Portfolio Manager and Technical Advisor of the Project team.
Create tracking system with update data on the handover process to UNDP Projects
equipment and materials under supervision of the Portfolio Manager and Technical Advisor
of the Project team.
Support the UNDP project team members in Sulaimaniyah in maintaining the office
equipment standard of services and keep all machine serviceable
United Nations Development Programme
‫برنامـج أالمــم ألمتحـدة أالنمائـي‬



Perform any other logistics and clerical work in support of office operation and
administrative needs.
Assist the UNDP project members in Sulaimaniyah in processing consolidated
communication bills (mobile, Internet etc) and liaise with the related companies.
Perform any other duties as required by the Portfolio Manager and Technical Advisor of the
Project team
Corporate Competencies:
Core Competencies

Demonstrates commitment to UNDP’s mission, vision and values.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
OPERATIONAL EFFECTIVENESS

Ability to perform a variety of repetitive and routine tasks and duties

Ability to review data, identify and adjust discrepancies

Ability to handle a large volume of work possibly under time constraints

Good knowledge of administrative rules and regulations

Ability to operate and maintain a variety of computerized business machines and office
equipment in order to provide efficient delivery of service

Ability to organize and complete multiple tasks by establishing priorities

Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle
repair

Demonstrates excellent knowledge of protocol

Demonstrates excellent knowledge of security issues
MANAGING DATA
Collects and compiles data with speed and accuracy identifying what is relevant and discarding what
is not, records it in an accessible manner and maintains data bases.

Thoroughly and methodically collects, verifies and records data demonstrating attention to
detail and identifying and correcting errors on own initiative.

Transmits file data; creates and generate queries, reports and documents utilizing databases,
spreadsheets, communications and other software packages with speed and accuracy.

Interprets data, draws conclusions and/or identifies patterns which support the work of
others.
United Nations Development Programme
‫برنامـج أالمــم ألمتحـدة أالنمائـي‬
MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS

Creates, edits and presents information (queries, reports, documents) in visually pleasing,
clear and presentable formats such as tables, forms, presentations, briefing notes/books and
reports using advanced word processing and presentation functions and basic database and
spreadsheet software.

Ability to produce accurate and well documented records conforming to the required
standard.
PLANNING, ORGANIZING AND MULTI-TASKING

Organizes and accurately completes multiple tasks by establishing priorities while taking into
consideration special assignments, frequent interruptions, deadlines, available resources and
multiple reporting relationships.

Plans, coordinates and organizes workload while remaining aware of changing priorities and
competing deadlines.

Demonstrates ability to quickly shift from one task to another to meet multiple support
needs.

Establishes, builds and maintains effective working relationships with staff and the clients to
facilitate the provision of support.

Promoting learning and knowledge management/sharing is the responsibility of each staff
member.
Required Skills and Experience
Education:

Secondary education. Valid Driver’s license
Experience:




Minimum 3 years’ work experience in supporting logistical activities and field operations
Minimum 3 years’ work experience as a driver; safe driving record; knowledge of driving
rules and regulations and skills in minor vehicle repair.
Experience in the use of computers and other office equipment.
Previous work experience in UN Iraq or other international organizations would be an asset
Language Requirements:

Fluency in English language and the language of the duty station.
======================================================================
 Deadline for submission of applications: 17 April 2015
United Nations Development Programme
‫برنامـج أالمــم ألمتحـدة أالنمائـي‬
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.