Overview
The Procurement and Supplies Management (PSM) Specialist will ensure that all procurement and in-country supply chain activities are completed in compliance with rules and procedures, focusing on the achievement of programme goals and targets.
Key Responsibilities
- Ensure strategic leadership, planning and effective management and oversight of Global Fund funded procurement and supply chain management activities for health products and for other commodities and services.
- Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies.
- Manage the procurement and supply chain team to ensure UNDP is resourced to deliver its commitments.
- Ensure strong collaboration with UNDP regional and headquarters, Bureau of Management Services, and the GF/HIST team.
- Ensure the GF Procurement business processes mapping and elaboration/ enhancement of internal Standard Operating Procedures (SOPs).
- Conceptualize, elaborate, and implement contract strategy for the GF funded procurement.
- Conceptualize, elaborate, and implement the strategic procurement for the GF.
- Lead 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.
- Collaborate 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.
- Lead on the engagement with the Global Fund PSM Specialist and develops a strong professional relationship.
- Lead on the coordination, building strategic partnerships and maintains strong working relationships with the MoHCC, NatPharm, programme implementers, national stakeholders, technical partners, and UN entities.
- Support the national procurement planning processes (including quantification) for the programmes based on evidence gained.
- Lead 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.
- Ensure proactive and efficient procurement and health product management, oversight, and a robust risk management approach for the GF project.
- Lead on the timely preparation of quality procurement and supply chain management documents and reports required by the donor.
- Establish and implement proper monitoring system and control of procurement processes.
- Elaborate and implement the internal control system which ensures that Purchase Orders (PO) are duly prepared, approved in Quantum and dispatched.
- Support the Operations Manager in the preparation of audits in the area of procurement and supply chain.
- Support the Operations Manager in leading the in developing a strategy for appropriate integration of UNDP / GF procurement activities with those of other agencies.
- Ensure development and implementation of sustainable PSM related system strengthening activities.
- Provide strategic policy and technical advice to the national stakeholders, implementing partners at all stages of the PSM cycle and to the last mile.
- Participate in meetings and technical committees of the Country Coordinating Mechanism (CCM), national disease programmes, coordinating mechanism such as technical steering committee, as required.
- Lead the development and/or review of tools, processes and systems for the planning, management, and monitoring of procurement activities.
- Oversee the preparation of procurement related documents, including contracts, communications, guidelines, instructions etc.
- Oversee adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations.
- Manage 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.
- Ensure 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.
- Lead 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.
- Ensure 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.
- Contribute to the timely development of the quarterly reports to the Global Fund and the Principal Recipient as per the Fund Administrator Agreement.
- Ensure development and implementation of sustainable PSM related system strengthening activities, in the area of logistic information system, storage and distribution systems and regulatory services for health products and capacity building.
- Lead 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.
- Lead 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.
- Ensure 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.
- Identify and support development of communications (print, video) highlighting key programme achievements, best practices, and lessons learnt.
- Actively participates in UNDP and other relevant external networks to promote the programmes and UNDP’s health and development work.
- 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.
- Manage and supervise PSM team.
Required Experience
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.
Qualifications
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.
