Procurement and Supplies Management (PSM) Associate (Readvertisement)

In fulfilling the continued role of Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery. UNDP‘s management role consists of implementing grants, ensuring financial accountability, and training of national and international counterparts on program management and financial accountability. 

For effective implementation of the Global Fund program, UNDP Zimbabwe has established a seasoned Program Management Unit (PMU) that coordinates the implementation of the grants and also provides general guidance of Global Fund and UNDP policies and procedures to all Sub Recipients participating in the implementation of the projects. The PMU is responsible for overall programme management, financial accountability, procurement of goods & services as well as Monitoring and Evaluation. The PMU is seeking PSM Associate.  
 

• 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;
• Implements strategic procurement for GF, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management;
• Provides researched information for formulation and Implementation of contract strategy for GF grant project 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;
• Assists in the input of timely and proper preparation of procurement plans for the different GF grants and establishment of their deadlines.

Organization of procurement processes focusing on achievement of the following results: 

• Prepares procurement plans for the office and projects and their implementation monitoring;
• Organizes procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Prepares purchase orders and contracts in and outside Atlas/Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas/Quantum. Buyers profile in Atlas;
• Reviews of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP); 
• Implements the internal control system which ensures that Purchase orders are duly prepared and dispatched; and
• Timely corrective actions on POs with budget check errors and other problems.

Implementation of sourcing strategy and e-procurement tools: 

• Develops and update the rosters of suppliers, implementation of supplier selection and evaluation.

Organization of logistical services focusing on achievement of the following results:

• Together with administration or programme, organizes travels, including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements;
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel, and conference facilities surveys.

Ensures Facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement;
• Synthesis of lessons learnt and best practices in Procurement;
• Maintaining electronic and hardcopy files and records to ensure proper documentation;
• Maintaining up to date procurement tracking tool and report to PSM manager as and when needed; and assist in preparing documentation for procurement audits;
• Performs any other roles as may be prescribed by the supervisor and the PSM Manager.

Institutional Arrangement

Under the overall guidance of PSM Manager, the PSM Associate is responsible for the day-to-day transactional procurement activities of the team. The PSM Associate will work in a collaborative, client focused, quality and results-oriented manner in the team. The PSM Associate works in close collaboration with the programme and other operations staff within the PMU of the Global Fund Unit and the Procurement Support Office in Copenhagen and HIST based in Geneva.
 

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Business Direction and Strategy: Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain the advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create ‘win-win’ situations 

Business Development: Knowledge Facilitation: Ability to animate individuals and communities of contributors to participate and share, particularly externally

Business Management: Risk Management: Ability to identify and organise action around mitigating and proactively managing risks

Business Management: Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication. to tailor messages and choose communication methods depending on the audience. 

• Ability to manage communications internally and externally, through media, social media and other appropriate

Procurement: Procurement Management: The ability to acquire goods, services, or works from an outside external source

Procurement: Supplier / Relationship Management: Knowledge of supplier management concepts, principles, and methods, and ability to apply this to strategic and/or practical situations.

HIV, Health and Development: Access to treatment: Knowledge of access to treatment policy and principles and strategic and/or practical situations for procurement of health commodities, particularly pharmaceuticals for communicable and non-communicable diseases