Operations Associate - Procurement and Administration

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.

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.