PROCUREMENT AND SUPPLIES MANAGEMENT (PSM) SPECIALIST – United Nations Development Programme (UNDP) 8 views

Key Responsibilities

• Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system. In coordination with the Operation Manager and the Project Coordinator, manages the procurement and supply chain team to ensure UNDP is resourced to deliver its commitments, fostering diversity, equity and inclusion and builds the technical, managerial and leadership capacity of staff for promotion of organizational excellence;
• Ensures strong collaboration with UNDP regional and headquarters, Bureau of Management Services, and the GF/HIST team (including the Quality Assurance Advisor) towards implementing efficiently procurement and supply chain management activities for health products and achieving the programmatic objectives of the grant.
• Ensures the GF Procurement business processes mapping and elaboration/ enhancement of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office.
• Conceptualizes, elaborates, and implements of contract strategy for the GF funded procurement including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
• Conceptualizes, elaborates, and implements the strategic procurement for the GF including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Leads substantive monitoring of procurement and supply chain for health products and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective actions to ensure timely supply of health products to achieve the grant programmatic objectives according to international standards.
• Collaborates with Ministry of Health and Child Care (MOHCC) and other PSM partners on supply planning and quantification processes for health commodities, stock and consumption monitoring and all other aspects related to supply chain management including the Support Services (Fund Administration).
• Leads on the engagement with the Global Fund PSM Specialist and develops a strong professional relationship based upon mutual trust and respect and supports during missions.
• Leads on the coordination, building strategic partnerships and maintains strong working relationships with the MoHCC, NatPharm, programme implementers, national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products.
• Supports the national procurement planning processes (including quantification) for the programmes based on evidence gained
• Leads on developing funding requests to complement UNDP’s PR role with other health and development activities and the development of project documents and initiation of the programmes in the context of procurement and supply chain management of health products, including logistical management information systems, waste management etc.
• Leads on the timely preparation of quality procurement and supply chain management documents and reports required by the donor, including procurement and supply management plans, quality control plans and supports the Project Coordinator in the negotiation of grant agreements and Fund Administration agreements and timely reprogramming requests and identification of cost savings;.
• Establishes and implements proper monitoring system and control of procurement processes including organization of tender documents, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations and according to established and up to date SOPs.
• Elaborates and implements the internal control system which ensures that Purchase Orders (PO) are duly prepared, approved in Quantum and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems.
• Supports the Operations Manager in the preparation of audits in the area of procurement and supply chain, including quality control activities, reviews of audits documents and contributes to the development of recommendations related to PSM and ensures timely implementation and regular reporting as required of agreed audits recommendations.
• Supports the Operations Manager in leading the in developing a strategy for appropriate integration of UNDP / GF procurement activities with those of other agencies (including WHO, UNICEF, etc.), and towards strengthening Governmental /Ministry of Health capacity and provides support and guidance to all stakeholders in procurement at all stages of the procurement cycle, including Support Services (Fund Administration) where appropriate; Ensures development and implementation of sustainable PSM related system strengthening activities
• Provides strategic policy and technical advice to the national stakeholders, implementing partners at all stages of the PSM cycle and to the last mile and the Support Services (Fund Administration).
• Participate in meetings and technical committees of the Country Coordinating Mechanism (CCM), national disease programmes, coordinating mechanism such as technical steering committee, as required.
• Leads the development and/or review of tools, processes and systems for the planning, management, and monitoring of procurement activities in order to meet Sub-Recipients’ needs and UNDP’s deliverables vis-à-vis the Global Fund.
• Oversee the preparation of procurement related documents, including contracts, communications, guidelines, instructions etc.; and
• Oversees adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations.
• Manages UNDP support to assess whether non-health procurement by the PR is done in compliance with Article 5 of the Grant Regulations (2014) of the Grant Agreement, international standards, applicable domestic regulations, and the Procedures Manual.
• Ensures review of all tender documents for local or international tenders, developed by the PR; provides recommendations for each procurement conducted by the PR, with copy to the Global Fund, prior to issuance of a contract.
• Leads in providing support to PR procurement by assessing whether an annual procurement plan is developed with specified methods of procurement per product or service; and assessing whether procurement is conducted in accordance with the annual procurement plan;
• Ensures timely procurement of goods and services where UNDP has been requested by the PR and approved by the Global Fund, in accordance with all applicable UNDP rules, policies and procedures, as well as Procurement Plan and Budget agreed with the PR.
• Contributes to the timely development of the quarterly reports to the Global Fund and the Principal Recipient as per the Fund Administrator Agreement.
• Leads on the engagement with the NAC, MoHCC, implementing partners, UN entities, donor and technical partners to strengthen national systems and health institutions, in the area of procurement and supply management, medicines regulations and medical laboratory services, including logistic information system, sustainable and optimized procurement storage, distribution and waste management systems and services for health products, developing, monitoring and amending improvement plans;
• Leads on the engagement with national partners and oversees the development of capacity development strategies to support national entities in the area of pharmaceutical management, procurement and supply chain management, including logistic information system, sustainable storage and distribution systems and services for health products and ensuring access to appropriate tools and resources ensuring coordination with other donor initiatives.
• Ensures Sub-recipients are well advised on procurement issues throughout the grant life cycle to ensure procurement plans are adequately scheduled, budgeted, and comply with contracts and is in line with UNDP rules, policies, and procedures.
• Identifies and supports development of communications (print, video) highlighting key programme achievements, best practices, and lessons learnt and contributes to information sharing with the Ministry of Health, implementing partners, CSOs, UN entities, financial and technical partners, the GF and the CCM; and
• Actively participates in UNDP and other relevant external networks to promote the programmes and UNDP’s health and development work (e.g., conferences, community of practice, Yammer) and represents UNDP in relevant technical meetings, working groups at country, regional and global level and gathers lessons learnt to apply to the programmes in the area of procurement and supply chain management.
• Organize procurement training for the operations and project personnel
• Organize procurement training for vendors on e-procurement modules.
• Organize procurement training, as required, for government staff.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice. Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
• Manage and supervise PSM team.

Requirements

• Advanced university degree (master’s degree or equivalent) in Procurement with a background in Pharmacy, Economics, Business Administration, Health, Public Administration, or any development related field is required. Or
• A first level university degree (bachelor’s degree) in the areas stated above, in combination of 2 years of qualifying experience will be given due consideration in lieu of the advanced degree.
• CIPS level 4 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.
• Minimum of 7 years (with master’s degree) or 9 years (with bachelor’s degree) professional experience, which includes three years in international experience in public procurement and supply chain management of health products is required.
• Knowledge and experience of working with the Global Fund in the area of procurement and supply chain management of health products is an asset.
• Experience of UN or UNDP procurement policies and procedures is an asset.
• Work experience in supply chain management in Sub-Saharan Africa is an asset.
• Demonstrated experience in developing and managing effective partnerships with governments in procurement and supply chain management of health products is an asset.
• Demonstrated experience in building capacity of national entities in the area of procurement and supply chain management of health products is an asset.
• Experience supervising or managing teams within a procurement context is an asset.
• Fluency in oral and written English is required.

How to Apply

Job Code: 30045