National Post: Programme Associate

**The Position**:
The Programme Associate, Procurement is located in the UNFPA Sri Lanka Country Office (CO), Colombo to support effective Country Programme and project delivery addressing the immediate humanitarian needs, supporting national capacity building and ensuring an integrated continuum approach across the humanitarian-development nexus.

The Programme Associate, Procurement delivers quality services in procurement and administration to internal and external clients.

You will report to the Operations Analyst.

**How you can make a difference**:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

**Job Purpose**:
As the Programme Associate, Procurement working within a Country Office environment, you will be responsible for assisting in the management and effective delivery of procurement services in order to obtain the best value for money for the UNFPA country programme procurement. You will support a collaborative, client-focused, quality and results-oriented approach to the work of the office.

**You would be responsible for**:
**A. Support the procurement of goods and services for CO**
- Consolidation of procurement plan and uploading of data on online procurement planning tool on time.
- Ensuring full compliance of procurement activities with UNFPA rules, regulations, policies and strategies;
- Supporting the implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system;
- Supporting the establishment of internal Standard Operating Procedures (SOPs) in procurement;
- Organizing procurement processes, including the preparation and conduct of requests for quotations, terms of reference, invitations to bid, or requests for proposals, and their respective receipts, their evaluation, and negotiation of certain conditions of contracts in full compliance with UNFPA rules and regulations
- Conduct a Market Survey to strengthen current supply base
- Create/update vendors in ATLAS through vendor portal
- Issue Purchase Orders for procurement of goods and services
- Ensure compliance in terms of procurement of goods and services as per approved annual procurement plan

**B. Support Logistics Management focusing on emergency preparedness and response**Assistance in forecasting and procurement of emergency RH Kit.
- Work closely with custom clearance, storage and inland transport.
- Assist in designing of dignity Kit, conduct market research and complete timely procurement
- Ensure efficient and timely distribution of procured emergency goods/kits.
- Provide necessary assistance to develop long term agreement for strategic supplies.
- Maintaining up-to-date database of contracts, LTAs, ensuring procurement is done within validity of the contracts, as well as ensure initiation of contract renewals/amendments in a timely and proactive manner.

**C. Ensure documentation, provision of timely information and settling of payments for procurement of goods/services.**
- Prepare reports on procurement status.
- Prepare and circulate Regret Letters to unsuccessful bidders
- Prepare and circulate Delivery Notes
- Timely provide UNFPA Label sticker to ensure UNFPA branding during procurement process
- Ensure suppliers' timely payment
- Keep stock of all goods and services procured
- Report vendors’ performance through online vendor performance tool

**D. Assist in managing program supplies and inventory**
- Ensure timely update of order tracking system (OTS)
- Liaison Finance branch to ensure all inventory items are adequately reflected in shipment tracker
- Generate inventory hand over form and all other report to fully comply with the corporate compliance and guideline
- Ensure transfer of title of asset on time.

**Qualifications and Experience**:
**Education**:

- Completed Secondary Level Education required. First level university degree in business supply chain management; or any other relevant field is desirable.
- Cert