Job Description
Duties and Responsibilities
Ensure effective implementation of procurement and supply chain management for health and non-health products.
- Leads on the strategic planning, oversight and management of the procurement and supply chain management for health and not health products in compliance with UNDP’s rules, policies and procedures, the grant agreements and corporate agreements with the Global Fund ensuring integration across functional areas.
- Leads substantive monitoring of procurement and supply chain management for health products and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective action(s) to ensure consistent supply of health products and expiries with international standards.
- Provides strategic policy and technical advice to the national stakeholders, implementing partners and in procurement and chain management at all stages of the procurement cycle and to the last mile and make adjustments as necessary.
- Follow up to continuously strengthen the supply chain to ensure last-mile delivery of procured items, tracking and overseeing inclusive access for all in line with the principle of leaving no one behind and the human rights-based approach.
- 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.
- Implement a client-orientated procurement management system including tender processing and evaluation, e procurement, contractor appraisal, evaluation and negotiation of offers, contract and contractor management, legal considerations and payment conditions including , risk assessment.
- Ensures preparation and update of Health and non-health Procurement Action Plans (PAPs) for the grants in close collaboration with the relevant programme staff to initiate and facilitate procurement processes as planned.
- Monitors implementation of 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. Proposes activities to ensure cost effectiveness of interventions.
- Coordinates with UNDP CO and contractors to support the effective management of procurement contracts through establishing a contract monitoring tool and follow up as necessary.
- Organizes 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.
- Ensures preparation of requests with all supporting documents including drafting contracts for issuance of Purchase orders, contracts, and other documents related to procurement of goods and services.
- Ensure creation of requisitions/cases/POs in UNall, Quantum system and ensure budget check for requisitions.
- Implementation of effective maintenance of procurement records (regular filing, archiving, reporting) and timely and regular submission of originals to UNDP.
- Participates in the preparation to audit and including preparation of necessary documents; participate in the audit process and follow up actions in collaboration with PMU Finance Specialist and UNDP Operations Manager, leads on addressing audits and investigations in the context of procurement and supply chain management in coordination with the procurement and supply management team and ensures timely follow up on management actions.
- Leads on performing risk-based assessments, to manage UNDP procurement activities to continued access to needed products and services and prevent stock outs or expired health products, develops and implements risk management matrix/plan with the procurement team and other PMU staff and implementing partners.
- Supervises and oversees adherence to contractual agreements, recommend amendments and contract extension, evaluate and record supplier performance and advise concerned parties with respect to contractual rights/obligations, including Service Providers and Sub-recipients (SR) and contribute to capacity assessment and submissions of value of money.
Follow and implement the UNDP procurement requirements for health product
- Works with international procurements agents and partners (Global Procurement Unit, Global Drug Facility and other UN agencies as per the need)) for procurement of pharmaceuticals, diagnostic products, laboratory equipment and supplies.
- Provide inputs 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.
- Makes sure the products are compliant with the Global Fund Quality Assurance Policy. For procurement and supply chain management for health products – including quality assurance (QA), the Procurement Specialist will coordinate with and obtain technical support from the Pharmacist/P Specialist of the Project Implementation Unit.
- Coordinates with the UNDP/CO/HQ to ensure timely delivery in accordance with the contract in order to avoid stock out or overstock situations. Regular update of shipment monitoring table and reconciliation of data with the suppliers to ensure timely delivery of goods and ensure proper supply management. Interacts with the suppliers, National Authorities and forwarders to ensure delivery in country, in compliance with the relevant incoterms.
- Cooperates with the Logistic Analyst to ensure timely customs clearance of goods by preparing and collecting official letters to/from Government authorities and UNDP CO for obtaining import permissions in line with the national legislation and UNDP rules and procedures and clearing goods at customs terminals.
- Contributes to preparation of progress and disbursement reports to the Global Fund.
Ensures creation of strategic partnerships and resource mobilization efforts focusing on achievement of the following results:
- Leads on the coordination along with team members including procurement , PSM analyst, Logistics laboratory, laboratory analyst building strategic partnerships and maintains strong working relationships with the Ministry of Health and Population and its entities, Civil Society Organizations (CSOs) , national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products.
- Technically supports the national procurement planning processes (including quantification) for the programmes based on evidence gained during implementation of the programmes.
- Maintains close co-ordination between the programmes and other health and development initiatives in the country, to promote partnership building and avoid duplication of procurement and supply chain management of health products activities and to exchange critical and technical information and resolve implementation issues.
- 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; and
- 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.
Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects and national partners
- Provide inputs to further strengthen the applications and tools aimed at improvement of the stock management, the Logistic Management Information System.
- Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects including organization of trainings for the operations/ projects/national partners staff on Procurement.
- Synthesis of lessons learnt and best practices to contribute to strengthening of national supply chain management.
- Interacts with and provides guidance for national partners and independent experts on developing of adequate specifications/terms of references for goods and services in line with the UNDP rules and procedures as well as review and adjustment as necessary.
Ensure GESI sensitivity in all procurement processes undertaken for the GF:
- Ensure compliance of GESI responsive procurement at different stages of procurement.
- Provide strategic advice and guidance on strategic and policy issues to strengthen gender & social inclusion initiatives during procurement cycle.
- Create a safe working environment by developing respectful and safe organizational culture and supporting practices.
- Fully comply with UNDP’s GESI policy and ensure contribute to the zero tolerance for discrimination, harassment, sexual harassment, sexual exploitation, and abuse.
- Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.
Job Specification
Education:
- Advanced University Degree (master’s degree or equivalent) in Business Administration, Procurement, Engineering, Project Management, Supply Chain Management, Law, Economics, or related field is required. Or
- A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university 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.
Experience:
- A minimum of 5 years (with a master’s degree) or 7 years (with a bachelor’s degree) of progressively responsible experience in leading the procurement function at the national or international level is required.
- Proven experience with advanced computer skills, including the ability to apply existing systems and contribute to process improvements, is required.
- Working eexperience and knowledge of procurement within the UN or other international organizations, particularly with GFTAM, is highly desirable
- Experience in report writing is highly desirable.
- Strong experience of working with ERP packages is desirable.
- Prior experience in procurement of health products for development organizations is highly desirable.
- Experience in incorporation of GESI provision in procurement and supply chain is desirable.
- Experience of handling complex and high value procurement in international or national organization.
- Knowledge and working experience in South Asia are highly desirable.
Language:
- Fluency in English is required.
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