Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP has been present in Sri Lanka for 55 years, supporting the nation to achieve sustainable human development on economic, social, and environmental fronts. As it embarks in the effective implementation of the new Country Programme Document (2023-2027) the country office envisages a programme portfolio that (i) responds to national priorities and related opportunities in the current socio-economic context; and (ii) adequately anticipates emerging development challenges and new opportunities for expanding the CO’s programme.
Through its portfolio, the CO has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy 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.
Based in the Integrated Services Team, the Operations Associate – Procurement and Administration manages procurement and administrative services, administering and executeing processes and transactions ensuring high quality and accuracy of work. The Operations Associate promotes a client-oriented, quality-focused, and results-oriented approach.
The Operations Associate works in close collaboration with the Operations, Programme and projects staff in the UNDP Country Office and other UN agency staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
In this context, under the direct supervision of the Procurement and Administrative Analyst, and in close cooperation with other office staff members, the Operations Associate – Procurement and Administration will be responsible for procurement and administrative services. S/he will ensure administration, transparent and efficient provision of procurement and administrative services and processes for the office.
Summary of Key Functions:
- Support to procurement processes
- Efficient administrative support
- Support to supply and assets management
- Support to administrative and financial control
- Ensures provision of logistical services
Support to procurement processes focusing on achievement of the following results:
- Provision of inputs to preparation of procurement plans for the office.
- Support to organization of procurement processes including preparation of RFQs, ITBs, RFPs or CFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
- Preparation of Purchase orders and contracts, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Quantum.
- 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 for the procurement services provided by UNDP to other Agencies.
Ensures efficient administrative support, focusing on achievement of the following results:
- Organization and coordination of shipments and customs clearance.
- Coordination of Operations travel arrangements.
- Performing the travel processor role in the Quantum ERP system to facilitate travel and other applicable roles to facilitate administrative expenses within Operations.
- Support and provide guidance to Organization of workshops, conferences, retreats.
- Coordination of administration of DSA, liaise with travel agencies, support with protocol matters, registration of staff, coordination with local authority and other administrative matters.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Provides support to proper assets and inventory management, focusing on achievement of the following result:
- Coordination of assets and inventory management in the CO, timely preparation and submission of periodic asset/inventory reports.
- Coordination of the provision of reliable and quality office supplies.
Provides administrative support for effective financial control in the office, focusing on achievement of the following results:
- Maintenance of administrative control records such as commitments and expenditures.
- Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Quantum.
- Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
- Coordination of common premises/services cost-recovery arrangements.
- Proper control of supporting documents of funds and activities.
Ensures provision of logistical services focusing on achievement of the following results:
- Purchase of tickets and preparation of POs; arranging shipments; vehicle movements and maintenance; organization of conference facilities/events.
- Performance of a Buyer role in Quantum ERP system and preparation of POs for required activities.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Arrangement of vehicle transportation, coordination of minor repairs, regular vehicle maintenance and insurance.
- Process and forward duty free certificates for vehicle and other goods for UNDP and International staff.
- Checking and recording of vehicle daily log and fuel consumption, update and maintenance of vehicle history report.
- Preparation of routine correspondence, memoranda and reports in accordance with Office Standard Operating Procedures.
- Responsibility for oversight of office fleet and routine maintenance and minor repairs of vehicles, completion of vehicle daily log for proper control of mileage, calculation, purchase and distribution of fuel coupons for UNDP and projects, keeping records of fuel consumption, petrol/oil consumption, maintenance and repairs.
Any other tasks as related to the overall duties.
Competencies
Core competencies:
- 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:
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 fulfil 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.
- Communication; Ability to 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.
Procurement
- Data management; Knowledge of processing, storing, and validating procurement data.
- Procurement management; The ability to acquire goods, services or works from an outside external source.
- Contract management; Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Administration and Operations
- Assets management; Knowledge of policy & procedures on asset management; perform analytical review of asset management reports and asset information to ensure completeness and accuracy of asset information.
- Management of shipments; Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation.
Required Skills and Experience
Education:
- Secondary Education is required.
- A university degree in Procurement, Logistics, Management, Economics, Law, Business Administration, Public Administration, Engineering or related field will be given due consideration, but it is not a requirement.
- CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Experience:
- Minimum 7 years (with Secondary Education) or 4 years (with Bachelor’s degree) of relevant experience, at the national or international level, in procurement/supply chain, logistics or related areas is required.
- Proficiency in the usage of computers and office software packages (MS Word, Excel).
- Knowledge and experience of procurement systems.
- Advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.
- Prior experience of working at UN Agency, international organizations, or projects in the field of procurement will be considered an advantage.
- Training and/or certification in procurement and supply chain management is a strong asset.
- Familiarity and experience with ERP systems would be an asset.
- Working experience with UN procurement procedures will be considered an advantage.
Required Languages:
- Fluency in English, the UN language of the duty station, is required.
- Fluency in the national language of the duty station (Sinhala/Tamil) is required for local staff.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.