Note Taker – Anbar

Note Taker

Organization	Institute on Governance (IOG)
Location	Ramadi and/or Habbaniya, Anbar, Iraq
Terms	Up to 10 working days assigned over a period of 8 months
Anticipated starting date	February 15, 2024
Reporting to	Project Manager and International Expert
Eligible nationalities	This assignment is for Iraqi citizens
Description of the assignment	Service contract to attend designated meetings in specified regions, diligently capturing and summarizing discussions, key points, and action items. This position demands a commitment to precision through swift and accurate note-taking, whether through typing or legible handwriting. The Note Taker must ensure the timely submission of comprehensive meeting notes within 24 hours, following a predefined format. Upholding professionalism, adaptability, and strict confidentiality, this role may also extend support to other project activities as needed.

Background

IOG is currently implementing the “Citizen Centricity and Participation” project, which aims to proactively implement actionable insights obtained from a previous assessment. The primary goal of this initiative is to enhance the quality of citizen-centric service delivery and increase citizen engagement at the local level, especially in public projects. The ultimate outcome aspires to cultivate governance that is more comprehensive, streamlined, and responsive.

 

Objective

We’re searching for a capable Note Taker to work on “Citizen Centricity and Participation” project in Iraq. This assignment strives to improve citizen engagement and service delivery in specific administrative regions. The project’s objectives are twofold:

• Enhance the current citizen complaint management system at the local level, making it more responsive and accessible.
• Facilitate citizen engagement in public projects, leading to informed decision-making and project planning at the local level.

 

Scope of work

The Note Taker is expected to attend assigned meetings, meticulously documenting discussions, key points, and action items with precision and clarity. Rapid and accurate note-taking, both in typing and handwriting, is essential. Meeting notes, complying with project requirements, must be submitted electronically within 24 hours. Proactively address challenges to ensure timely coordination.

Specific tasks will be as follows:

• Attend meetings in specified districts/provinces as directed by the supervisor.
• Record comprehensive meeting notes, ensuring that all critical topics and action items are accurately documented. This includes summarizing the meeting’s discussion, start and end times, participant count, a concise overview of discussions, key points contributed by each participant, and a list of follow-up actions and relevant details.
• Maintain clarity, consistency, and accuracy in note-taking, which necessitates swift and precise typing, legible handwriting, correct spelling, and the ability to extract pertinent information effectively.
• Electronically compile and submit meeting notes in either Arabic and/or English within 24 hours, following an agreed-upon format that aligns with the project’s requirements.
• Exhibit a professional, helpful, and adaptable approach while maintaining strict confidentiality concerning all note-taking related information. Voice recording is strictly prohibited.
• Offer any additional assistance required for the project’s activities as deemed necessary.

Compensation

Compensation is based on the standard working day in Iraq, comprising 8 hours according to local practice. The anticipated daily rate ranges from US $90.00 to US $110.00, but the final rate will be decided based on qualifications and experience. This daily rate covers allowances for personal car usage, local transportation, internet, computer, and all daily expenses, acknowledging the challenges posed by the assignment’s location.

This service contract operates on a daily rate payment structure. The agreement entails compensation for work completed, without fringe benefits or paid allowable time off. The terms of this service agreement adhere to GIZ’s financial guidelines and regulations for Grant Agreements.

Invoices and timesheets shall be submitted and duly signed by the Note Taker. Timesheets must specify the type of work performed, connected to the designated project task, and the daily hours worked.

The salary is based on a maximum of 10 working days for an 8-month period.

 

Reimbursables

Reimbursable expenses pertain to actual costs incurred, aligning with financial guidelines and the travel policy in Iraq. Expenses for hotel accommodation, meals, and transportation within Iraq will be reimbursed when traveling to provinces other than one’s home province. Claims for reimbursement must be accompanied by valid receipts, with hotel receipts submitted promptly after payment.

For domestic flights, air transportation expenses should be booked via the most economical and direct route, with economy class as the standard option. Boarding passes or airline ticket stubs must be attached to flight expense claims. In the case of e-tickets, the invoice and boarding passes, if available, should be included in the expense claim.

Adhering to GIZ’s financial guidelines, expenses exceeding US$1,000.00 require the collection of a minimum of three offers for comparison, ensuring a cost-effective choice that provides optimal value for money. It is the contractor’s responsibility to obtain these offers and seek approval. The selected option proceeds upon receiving endorsement from the supervisor.

 

Contractual Conditions

Successful candidate shall be contracted by a local service provider of the IOG. Hence, he/she has no employment relationship with IOG.

 

About Institute on Governance (IoG)

Founded in 1990, the Institute on Governance (IOG) is an independent, Canada-based not-for-profit public interest institution with its head office in Ottawa and an office in Toronto.  Our mission is ‘advancing better governance in the public interest’, which we accomplish by exploring, developing and promoting the principles, standards and practices which underlie good governance in the public sphere, both in Canada and abroad.

The IOG’s vision is to be the pre-eminent, independent Canadian source of knowledge, research and advice on governance and its continuous improvement.

The IOG works with a wide range of clients and partners, including governments, communities, business and public organizations to assess their governance and to develop programs for improvement.  While much of our activity takes place in our home base in Canada, we also work extensively with international partners and governments. 

Qualifications, specialized experience and additional competencies

• Having a Bachelor’s degree is essential.
• Having a thorough understanding and experience of taking notes during discussions.
• Strong documentation skills with previous experience in discussion-based events.
• Ability to produce well-written notes, in reader-friendly format, demonstrating excellent analytical and communication skills in Arabic and/or English languages.
• The ability to take notes using a computer directly during the meetings would be an asset.
• Excellent command of Arabic (written / spoken). English would be an asset.
• Sound experience working on civil society, local development, and democracy or/and governance related issues would be an asset.
• Excellent interpersonal skills and ability to work in a team environment.

We welcome potential candidates to apply not later than February 7, 2024 using the following link:

https://forms.gle/bkya4SWiooP9edm1A   

Please include in your CV a description of how your qualifications and experiences match the job criteria.

Kindly note that only shortlisted candidate will receive communication regarding the subsequent steps in the selection procedure.