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Procurement Analyst

Dushanbe

  • Organization: UNDP - United Nations Development Programme
  • Location: Dushanbe
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Procurement
  • Closing Date: Closed

Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The UNDP Tajikistan Country Office has been acting as interim Principal Recipient for implementation of the grants provided to Tajikistan by the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) since 2003. 
 
The Global Fund’s current consolidated HIV/AIDS and TB grant in Tajikistan supports the implementation of the National Program to fight with HIV and AIDS and TB for 2018-2021. The overall goal of the Project is to reduce the burden of HIV and TB in the country through addressing challenges related to HIV, drug resistant (“DR”) TB, co-infection of TB/HIV, human rights barriers, and underlying health systems shortcomings calling for urgent actions. The Project is streamlined around four main objectives, aiming at ensuring effective HIV response measures among key populations (KPs), scaling up access for early and quality diagnosis, treatment and care, ensuring integrated care for those affected both by TB and HIV, as well as strengthening national public heath response. The Project will build up on the previous projects’ achievements and results; it will additionally, introduce innovative approaches, such as index testing for HIV, introduction of TB-LAM diagnostic method and new community active case finding interventions using One Impact mobile solution. Also, the Project will contribute to the national health care reform by building and improving the technical and managerial capacities of health professionals, promoting participation of civil society organizations in the response to the HIV/AIDS and TB epidemics, and enhancing the cooperation of non-governmental organizations with the public health sector.
 
Duties and Responsibilities

Procurement Analyst is responsible for effective delivery of procurement services in order to obtain the best value for money in the grant, and the respect of the Global Funds Quality Assurance requirements, when applicable. The Procurement Analyst is responsible for the grant procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. He/she will work in close collaboration with the national partners, international long-term agreement partners, UNDP Country Office and Headquarters staff. 

Under the guidance of the Administrative and Finance Analyst ensures implementation of the operational strategies and implementation of the project:

  • Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control including planning, managing and technical support to the project staff. 
  • Organizes procurement processes for the GF Grants with international procurements agents and partners complying with Global Fund requirements for procurement of health and non-health products in accordance with the UNDP rules and procedures. 
  • Prepares and updates Health and non-health Procurement Action Plans for the grants in close collaboration with the with 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 to 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.
  • Prepares requests with all supporting documents including drafting contracts for issuance of Purchase orders, contracts,and other documents related to procurement of goods and services.    
  • Creates requisitions/cases/POs in Unall, Quantum system, 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. 

Follows and implement the Global Fund requirements on procurement of health products:

  • Cooperates 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.
  • Contributes 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. 
  • Cooperates 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 Assistants to ensure timely customs clearance of goods by preparing and collecting official letters to/from state 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 in preparation of progress and disbursement reports to the Global Fund.

Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects and national partners:

  • Contributes to further strengthening of 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.
  • Contribute to the implementation of Risk Mitigation Plan prepared in response to the SR micro-assessment report (HACT).
  • Perform any other related activities as required by UNDP CO and programme management.
  • The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning ofthe Office and the Organization.

Institutional Arrangement

The incumbent will directly report to the Administrative and Finance Analyst of the Global Fund project.

Competencies

Core Competencies
  • 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. 
Cross-Functional Competencies
  • Business Acumen:                          
    • Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks. 
  • System Thinking:                              
    • Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
  • 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 channels.
  • Operations Management:
    • Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
  • Strategic Sourcing:         
    • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations.
  • Supplier Management/Relationship Management        
    • Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
  • Contract Management: 
    • Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
       
Required Skills and Experience
 
Education:
  • Master’s degree in Business Administration, Public Administration, Finance, Economics or related field. 
  • Bachelor’s degree in the above-mentioned fields in combination with additional 2 years of relevant experience will be given due consideration in lieu of Master’s degree. 
  • CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year. 
Experience:
  • Applicants with Master’s degree in a relevant field of study are not required to have professional work experience. 
  • Applicants with Bachelor’s degree are required to have a minimum of two (2) years of relevant professional experience in procurement, operations in public or private sectors at the national or international level. 

Required Skills:

  • Proven experience in outstanding computer skills, including the ability to apply existing and contribute to initiate changes. 

Desired Skills:

  • Working experience in international organizations is an asset. 
  • Prior experience of health products procurement in development organizations highly desirable.
  • Experience in the use of computers and office software packages as well as web-based management systems is an asset.
  • Knowledge of UN and/or UNDP procedures and program implementation is highly desirable.

Languages:

  • Fluent spoken and written English and Russian is required.  
  • Working knowledge of Tajik is desirable.
Disclaimer
 
Applicant information about UNDP rosters
 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
Non-discrimination 
 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.   
 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
 
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This vacancy is now closed.