Job Description
Duties and Responsibilities
The incumbent will be reporting to Procurement & Supply Management Specialist and work closely with the Procurement Supply Chain and Management Analyst and other team members
Ensures implementation of UNDP procurement policies and procedures:
- Ensures full compliance of procurement activities with UNDP rules, regulations, policies, and strategies; implementation of the effective internal control including planning, managing and technical support to the project staff.
- Organize procurement processes for the GF Grants with international procurement agents and partners complying with Global Fund requirements for procurement of health and non-health products in accordance with the UNDP rules and procedures.
- Prepare/support and update the health and non-health Procurement Action Plans for the grants in close collaboration with the Procurement and Supply Chaim Management Analyst and other relevant programme staff to initiate and facilitate procurement processes as planned.
- Work closely with PSM Analyst to monitor implementation of Procurement Action Plans (PAPs) with timely updates of utilization under the project budget lines for cost-efficiency and consistency with the Project Document and corresponding Annual Work Plan.
- Coordinate with UNDP CO and contractors to support effective management of procurement contracts through establishing a contract monitoring tool and follow up as necessary.
- Organize quality research of local and international markets for goods and services required for grant’s needs, including verification of products availability, price analysis and search for potential vendors in coordination with PSM Analyst and other relevant staffs
- Prepare requests with all supporting documents including drafting contracts for issuance of Purchase orders, contracts, and other documents related to procurement of goods and services.
- Create requisitions/cases/POs in UN All, Quantum system, budget check for requisitions.
- Implement effective maintenance of procurement records (regular filing, archiving, reporting) and timely and regular submission of originals to UNDP.
- Participate in the preparation of audits and including preparation of necessary documents; participate in the audit process and follow up actions.
Follow and implement the UNDP and the Global Fund requirements on procurement of health/non health products
- Cooperate/work with PSM Analyst and with international procurements agents and partners (Global Procurement Unit, Global Drug Facility, UNICEF Procurement division, UNFPA Procurement Services Branch etc.) for procurement of pharmaceuticals, diagnostic products, laboratory equipment and supplies.
- Contribute to preparation of concept notes including QAP (Quality Assurance Plan), Quality Control (QC) and other papers on relevant issues for final review and consideration of management and donors.
- Ensure that the products are compliant with the UNDP and Global Fund Quality Assurance Policy and work closely with the PSM Analyst.
- Contributes to preparation of progress and disbursement reports to the Global Fund.
Oversee procurement management is implemented efficiently.
- Source new suppliers and overseas onboarding to make sure they understand the policies and procedures of UNDP.
- Ensure the evaluation of suppliers during sourcing and prequalification are compliant with the organization rules and regulations.
- Lead the negotiation of contracts, manages Request for proposals (RFP)s, and closes deals with suppliers to ensure the relationship is well maintained.
- Ensure suppliers risk assessment through evaluation of risks during supplier selection as per the criteria.
Ensures analysis and reporting of procurement processes.
- Conduct data review through analysis of purchase trends, supplier pricing, and cost-saving opportunities.
- Ensure KPIs are measured through cost savings, contract compliance and on-time supplier delivery.
- Develop and provide procurement cost reports to senior management and relevant team members.
- Ensure procurement dashboards and analysis tools are up to date.
Ensure facilitation of knowledge building and knowledge sharing in the CO/Projects and national partners:
- Ensure facilitation of knowledge building and knowledge sharing in the CO/Projects including organization of training for the operations/ projects/national partners staff on Procurement.
- Assist in synthesis of lessons learnt and best practices to contribute to strengthening of national supply chain management.
- Interact with and provides guidance for national partners and independent experts on developing adequate specifications/terms of references for goods and services in line with the UNDP rules and procedures and review and adjustment as needed.
- Contribute to the implementation of Risk Mitigation Plan prepared in response to the SR micro-assessment report (HACT).
Contribution towards Gender and Social Inclusion (GESI)
- Ensure compliance of GESI responsive procurement at various stages of procurement process.
- Provide strategic advice and guidance on strategic and policy issues to strengthen gender & social inclusion initiatives in procurement process.
- Create a safe working environment by developing respectful and safe organizational culture and supporting practices.
- Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.
- Fully comply with UNDP’s GESI policy and ensure contribute to the zero tolerance for discrimination, harassment, sexual harassment, sexual exploitation, and abuse.
Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.
Job Specification
Required Skills and Experience
Education:
- Advanced university degree (master’s degree or equivalent) in Procurement, Logistics, Management, Business Administration, or related field is required. OR
- A first-level university degree (bachelor’s degree or equivalent) in the above-mentioned fields in combination with additional 2 years relevant experience will be given due consideration in lieu of master’s degree.
- CIPS level 3 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.
- Certified Professional in Supply Management (CPSM), Procurement-specific certifications is a plus.
Experience:
- A minimum of 2 years (with a master’s degree) or 4 years (with a bachelor’s degree) of experience in procurement and logistic management, preferably within international organizations or the public health sector.
- Experience in contract management
- Demonstrated experience in managing procurement processes
- Familiarity with donor-funded programs on HIV/TB and Malaria, including those funded by the Global Fund, is an advantage.
- Familiarity with procurement policies and including Pooled Procurement Mechanism (PPM) and Quantification Methodologies.
- Experience in procuring health commodities (e.g., medicines, medical equipment, diagnostics, and consumables) is a significant advantage.
- Understanding of international procurement standards, quality assurance requirements for health products. Familiarity with the Global Fund’s procurement policies and guidelines is a plus.
- Excellent communication and interpersonal skills, with the ability to work collaboratively in a multicultural environment.
- Strong skills in data analysis and reporting, including cost-benefit analysis, market research, and supplier performance evaluation.
- Proficiency in e-Procurement platforms (e.g., Coupa, Ariba), excel, data visualization tools.
- Prior experience of health products procurement in development organizations is highly desirable.
- Experience in the use of computers and office software packages as well as web-based management systems is an asset.
Required languages:
- Fluent spoken and written English and Nepali is required.
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