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Senior Supply Associate, (GS-7), Colombo, Sri Lanka, #129381, Temporary Appointment (Sri Lankan nationals only)

Colombo

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Colombo
  • Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Logistics
    • Supply Chain
    • Impact investing, Social venture capital
  • Closing Date: 2024-07-23

Under the overall supervision of the Supply Officer, Senior Supply Associate will perform independently supply documentation; local procurement and record maintenance relating to such functions within the described spheres.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Results 

UNICEF works to protect the rights of every child in Sri Lanka. Our goal is to ensure that all of our children survive, thrive and fulfill their vast potential.

In a world that is rapidly changing, children are faced with complex challenges and unprecedented opportunities. UNICEF’s programs are designed to reach and benefit all children so that they can withstand these challenges, leverage these opportunities and be the drivers of their own destiny.

UNICEF is committed to creating a country in which every child is free to learn, play and grow. Our programs work towards providing all children in Sri Lanka with shelter, nutrition, protection and education, wherever they may be. We strive to create communities in which children can live with dignity and hope, free from discrimination, violence and fear.

We make every effort to create and maintain environments that will enable and empower children to be the very best that they can be.

In this way, all children will not only benefit from economic and social growth but will become the driving force behind sustainable national development.

For over 50 years, with the help of our vast network of partners, UNICEF has made significant strides in raising health, education and protection standards for children in Sri Lanka. From achieving Universal Child Immunization (1989) to establishing The National Child Protection Authority (1998) to providing decades of crucial relief in the wake of devastating conflict and natural disaster, UNICEF has played a pivotal role in creating an environment in which children have the best chance to survive and thrive.

Yet, many challenges still exist, especially for the most vulnerable. Some national and regional bodies require resources and reinvigoration. Individuals and institutions need to be strengthened, coordinated and aligned with global standards so that children enjoy support in their schools, communities and homes to help them overcome challenges and unleash their full potential into the world.

Due to our long-standing reputation as an experienced, neutral and collaborative partner, UNICEF is ideally suited to drive these efforts. Our history of success in Sri Lanka is built on our ability to tap into a wide network of national and international partners which, in turn, is bolstered by our own far-reaching presence in the field. In working closely with these government, non-government and private entities, UNICEF takes a leadership role, drawing on our technical expertise to accurately assess existing challenges and develop, execute and coordinate solutions that are relevant and scalable on the ground.  For more information about UNICEF Sri Lanka and its work visit: http://www.unicef.org/srilanka

How can you make a difference? 

Under the overall supervision of the Supply Officer, Senior Supply Associate to perform independently supply documentation; local procurement and record maintenance relating to such functions within the described spheres.

 

Key functions, accountabilities and related duties/tasks:

1) Procurement of Goods and Services as per UNICEF rules and procedures and as per the Supply Plan

i. Consolidate and update the supply plan regularly. Review the supply plan quarterly and update as per actual procurement. ii. Review of Purchase Requisitions (Service, Consumable, Asset etc), Sales Orders for accuracy and completeness etc. Review of Terms of Reference for Contracting for Services. iii. Drafting and issuance of Bids, Opening Bids, Tabulation for award recommendation, CRC (Contract Review Committee) (if necessary), establishing LTAs, drafting POs (Purchase Orders), share the POs with Supplier and obtain PO Acknowledgment copy, attach all documents in vision, delivery follow-up with suppliers and maintain individual subject files with complete documentation. Drafting CRC minutes as CRC Alt. Secretary, iv. Ensure that all the new vendors are registered in UNGM, Liaise with Supply Division QA team and get the financial evaluation and ethics evaluation done where necessary, Visit and evaluate new suppliers before awarding order where necessary.

2) Low value procurement conducted by UNICEF Sri Lanka are monitored to minimize irregularities on quarterly basis     

i) Check whether procurement of low value goods and services is conducted as per the Standard Operating Procedure and Supply manual guidelines and low value monitoring table is updated on regular basis (Quarterly basis), ii) Check whether the competitive methods has been followed and ensured large procurement will not be divided into smaller ones. iii) Check whether the Quotations are obtained from more than one vendor as recommended in the guidelines  iv) Check whether the Same vendor has been contracted all the time without any justification /or LTA arrangement.

3) Timely delivery of goods and services to beneficiaries & timely closure of open contracts and PO's  

i) Generate and analyse dash board and other reports and share with Sections for initiate necessary action to close the PO's/ Contracts and clear Goods in Transit (GIT), ii) Provide Open PO Status report to CMT every month iii) Follow up on all outstanding orders and ensure that the delivery is met timely. iv) Claim Liquidated Damages for late deliveries as per PO terms and conditions.

4) LTAs (Long Term Agreements) are effectively monitored for timely renewal , establishment and piggy backing 

i) Effectively carry out the LTA monitoring mechanism and identify the LTAs to be renewed or established based on the expiry date and need basis ii) Conduct the necessary procurement process including bidding to CRC process on time, iii) Draft LTAs and get them signed on time from the UNICEF Authorizing Office and from the Supplier/ Service Provider

If you would like to know more about this position, please review the complete Job Description here: [attach JD/TOR here]

Duration - 12 Months 

To qualify as an advocate for every child you will have…

Minimum requirements:

Education: Completion of secondary education, supplemented with formal training or courses/certifications in business administration, supply chain management, procurement or logistics.

Experience: Minimum 7 years of responsible supply-related work experience, Familiarity with UNICEF, UN supply procedures and systems is an asset.

Language Requirements: Fluency in English and a local language of the duty station is required

Desirables:

  • Developing country work experience and/or familiarity with emergency. 

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others 

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

If you think this position might be for you, please take the time to review our Country Office Mutual Agreements before you apply.

If you believe you can team member that can uphold these everyday, then we look forward to receiving and reviewing your application.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.