Senior Procurement Associate at International… · Battaramu…

The International Water Management Institute (IWMI), a CGIAR Research Center, is seeking a dynamic and multi-skilled early career professional to join its headquarters in Battaramulla, Sri Lanka, as a Senior Procurement Associate.

Under the close supervision of the Procurement Manager, the Senior Procurement Associate is responsible for maintaining procurement databases to ensure data integrity, compiling market data and supplier information, and preparing basic procurement documentation for audits. The role communicates with end-users and suppliers to facilitate timely deliveries and ensures accurate documentation and recordkeeping.

DUTIES & RESPONSIBILITIES:

Main Purpose of Job:

• Conduct routine checks of procurement databases to identify inconsistencies and ensure data integrity.
• Compile routine market data and supplier information for regular procurement reporting and analysis and maintain and update supplier contact information and product offerings in organizational systems.
• Prepare basic procurement documentation such as purchase requisitions and records for audits.
• Compare prices and delivery timelines as part of the analysis of vendor proposals to support the identification of vendors
• Schedule, receive, pick up, sort and inspect procured goods from services providers and suppliers to verify conformity with specifications and ensure documentation is complete.
• Ensure procurement activities are conducted in line with ethical, professional and legal standards to promote transparency, fairness and accountability.

Main engagement, collaboration and communication responsibilities:

• Flag and escalate non-compliance issues to supervisors for resolution.
• Communicate with end-users regarding the issuance of products and goods confirming timely and accurate completion, providing tracking updated as needed.
• Communicate with vendors, suppliers, and service providers to confirm expected deliveries and address.

Main responsibilities in the delivery of timely and quality services:

• Monitor service contracts and procurement timelines to enable timely renewals, deliveries, and payment processing as required by operational needs.
• Collect and check bills for accuracy against purchase orders and submit them to Finance within the stipulated timeframe to enable timely payment processing.
• Track and follow up on delivery schedules to ensure goods and services arrive within agreed timeframes.
• Review quotations, pricing, specifications and delivery options to enable timely, compliant and value-for-money sourcing decisions.
• Maintain accurate and up-to-date procurement documentation in line with relevant government regulations and organizational requirements.
• Analyze procurement data and prepare reports to strengthen procurement monitoring, planning and decision-making.

Education, Certifications & Training:

• Successful completion of Secondary school education; bachelor’s degree in a related field will be an added advantage.

Experience:

• Experience in basic administrative or logistical services, including conducting routine data checks, and maintaining records.
• Exposure to tracking procurement timelines.
• Basic ERP system experience, preferably in procurement-related functions

Core competencies:

• Accountability: Collaborates with team members, taking responsibility for both individual and team success and seeks feedback to improve performance. Meets deadlines consistently and follows ethical guidelines.
• Collaboration and Communication: Conveys information clearly and ensures the recipient understands the message. Fully engages in conversations and shares relevant information to support informed decision-making.
• Respect and Inclusion: Acknowledges team members' contributions and collaborates effectively with diverse colleagues. Demonstrates flexibility and openness, supporting inclusive approaches that encourage full participation.
• Results and Impact Orientation: Proactively identifies challenges and demonstrates effective problem-solving; Consistently fulfills commitments and respects the organization’s mission and values. Adapts to new processes, emerging technologies and evolving requirements to maintain efficiency.

Functional and Technical competencies

• Analytical, Critical and Systems Thinking: Analyzes information from multiple sources to identify trends, draw conclusions, and provide actionable recommendations.
• Influence and Negotiation: Strives for mutually agreeable solutions to conflicts and manages emotions effectively during challenging situations, recognizing potential triggers and biases for emotions.
• Compliance and Quality Assurance: Applies a solid understanding of compliance principles and governance policies to daily operations, and monitors adherence to policies and procedures.
• Planning and Organizing: Plans and manages multiple priorities and deadlines independently, using time management tools to stay on track, and effectively balances competing tasks while adjusting as needed.
• Problem Solving: Analyzes information to identify root causes, collaborates with colleagues to gather information, and prioritizes critical factors to propose effective solutions.
• Data Analysis and Information Management: Demonstrates proficiency in analyzing data, consolidating information, and monitoring key metrics using MS Excel and other relevant digital tools to support informed decision-making and operational effectiveness.
• Report Writing and Documentation: Produces clear, accurate, and comprehensive reports, translating complex information into actionable insights for diverse stakeholders.
• Market Analysis and Decision-Making: Identifies market trends, assesses emerging opportunities and risks, and exercises sound judgment to make effective decisions in dynamic and high-pressure environments.

Language Proficiency:

• Working knowledge of the English language is essential to communicate in writing and speaking.

This is a nationally recruited position and only Sri Lankan nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension.

HOW TO APPLY: Apply for the position by following the application instructions at http://www.iwmi.org/jobs. The vacancy will remain open until filled; however, applications will not be accepted after 24:00 (IST) on August 19, 2026. Applications will be reviewed on a rolling basis as they are received, and early applications are strongly encouraged. Your application must include a CV, cover letter, and three (3) references, who may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.

IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.