|UNDP is a key partner to the GFATM and is the UN agency assuming the role of Principal Recipient of GFATM grants in selected countries. In its role as Principal Recipient, UNDP is responsible for the financial and programmatic management of the GFATM grant as well as for the procurement of health and non-health products. In all areas of implementation, it provides capacity development services to sub-recipients and implementing partners.
Since procurement and supply management represents a major portion of expenditure for the GFATM grant, the UNDP Country Office is searching for a procurement and supply chain management officer with substantive experience in all phases of international procurement and in country logistic operations.
The Procurement Specialist will be reporting to the Global Fund Task Manager within the UNDP’s Country Office (CO). The Procurement Specialist’s activities will cover the complete supply chain and capacity building of local partners. In particular, this position will be responsible for the following activities.
Duties and Responsibilities
|Procurement and Supply Management:
- Together with health sector specialists, undertakes quantification and forecasting (Q&F for health-related products.
- Carries the responsibility within the UNDP Programme Management Unit for the Q&F.
- Monitors and updates stock, consumption/distribution and pipeline information.
- Ensures the secretariat of the Q&F working group, promotes the functioning of the same and disseminates data to all partners.
- Develops implements and updates procurement plans for health and non-health commodities including costing, scheduling for GFATM approval and internal follow up of procurement and contracting activities.
- Plans work assignments to ensure timely delivery of results.
- Reviews specifications and terms of reference to ensure completeness, accuracy and compliance with quality standards.
- Ensures proper tendering and bidding procedures, including submissions to the Local Contracts Committee and the Advisory Committee on Procurement, when needed.
- Solicits and evaluates tenders to ensure overall competitiveness, quality and conformity to specified requirements.
- Ensures compliance with GFATM/UNDP procurement guidelines.
- Prepares (and/or updates) and submits a Quality Assurance Plan for GF health commodities.
- Ensures implementation of all QAP activities.
- Ensures that procured health products comply with international and national standards.
- Coordinates timely delivery of goods and services.
- Handles claims and claims statistics.
- Ensures appropriate premises are rented/built for sensitive drugs and other health products.
- Oversees correct in and outhandling, storage and inventory procedures.
- Oversees the correctness of data in the warehouse inventory system.
- Installs controls for proper tracking of goods during transport and handling of goods at final destination.
- Monitors suppliers performance with respect to the quality and timely delivery of goods and services. Ensures quality review of submissions for the ACP.
- Ensures management of assets procured under GF grants.
- Prepares and updates the PSM risk management plan and ensures its implementation.
- Liaises with GFATM on all policy related matters regarding procurement.
- Ensures Sub Recipient contract related activities as capacity assessment, procurement process, evaluation of the proposals, develops contract conditions and ensures contract management, supervises PSM related reporting and evaluates contract performance in collaboration with M&E and programme staff.
- Provides information and communicates with UNDP HQ on GF and PSM related issues and provides data to the programme coordinator for communication with the GF.
- In collaboration with the finance manager, oversees financial flows related to procurement. Ensures reconciliation between inventory and accounting system data.
- Prepares PSM overall and annual budgets as well as specific sub programme budgets
- Monitors PSM plan annual and overall budget and expenditure.
- Monitors QAP budget and expenditure.
- Ensures communication with LFA and other GF entities and ensures responses and clarification.
- Ensures correct and timely payment for logistics services.
- Identifies areas for capacity development in the area of PSM.
- Disseminates best procurement and supply management practices on local level.
- Customizes and develops procurement-related training material to contribute to capacity building at local level.
- Shares experience/ best practices with PSO and eventually on the procurement network.
1. Function / Expected Results:
- Ensure value for money for timely and quality procurement services.
- Respect of norms on quality insurance of health products according GF and WHO guidelines and standards.
- Correct preparation, issuing, implementation, monitoring and evaluation of SR and commercial service provider contracts.
- In country supply chain correctly managed.
- Asset management documented.
2. Function / Expected Results:
- Budget for procurement and PSM services planned, approved and monitored and financial flows managed for procurement of goods and services.
- QAP budget established, approved and monitored.
3. Function / Expected Results:
- Capacity gaps identified and UNDP and partners capacity further enhanced.
- Successes and lessons learned shared.
Impact of Results:
The key results have an impact on the overall CO efficiency in Procurement and Supply and SR management and success in implementation of operational strategies. Accurate analysis and presentation of Procurement and Supply and SR information enhances UNDP’s credibility in use in proper Procurement and Supply and SR management. The information provided facilitates decision making of the management.
- Demonstrates integrity by modeling the UN’s values and ethical standards.
- Promotes the vision, mission, and strategic goals of UNDP.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Treats all people fairly without favoritism.
Knowledge Management and Learning
- Promotes a knowledge sharing and learning culture in the office.
- In-depth knowledge on development issues.
- Ability to advocate and provide policy advice.
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
- Ability to analyse procurement service requirements.
- Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP).
- Ability to apply organizational policies and procedures.
- Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change.
- Good and documented reporting skills.
- Strong analytical skills.
Management and Leadership
- Focuses on impact and result for the client and responds positively to feedback.
- Leads teams effectively and shows conflict resolution skills.
- Consistently approaches work with energy and a positive, constructive attitude.
- Demonstrates strong oral and written communication skills.
- Builds strong relationships with clients and external actors.
- Remains calm, in control and good humored even under pressure.
- Ability to work under pressure and handle multiple concurrent activities.
- Demonstrates openness to change and ability to manage complexities.
- Ability to work with local counterparts in building individual and institutional capacity.
Required Skills and Experience
- Masters degree in contract administration, pharmacy, public administration, business management or a closely related field is strongly preferred. Any equivalent combination of education and experience sufficient to perform job duties may be considered.
- UNDP Procurement Certification required, or ability to obtain such within first year of employment.
- At least 5 years experience in the field of international procurement, preferably in the health sector.
- Years of experience in pharmaceutical supply chain management is an asset.
- Expertise in administration and/or project management and/or financial management.
- Education on pharmacy and or supply chain is a major asset.
- Fluent in French.
- Good knowledge (writing, speaking, reading) in English.