Procurement & Contract Management Associate-SB3/3 (GFP)
UNDP is key partner to the Global Fund to Fight AIDS, Tuberculosis and Malaria (the ‘Global Fund’, ‘GF’) and serves as interim Principal Recipient (PR) at the request of the Country Coordinating Mechanism (‘CCM’) or GF. In July 2014, the Afghanistan CCM requested UNDP Afghanistan to assume the PR’role for the HIV, TB, Malaria and Health System Strengthening grants under the Global Fund new funding model (the ‘Programmes’). The Ministry of Public Health, National AIDS Control Programme (MoPH) shall be the principal implementing partner (PIP) and a number of non-governmental organizations will be Sub-recipients (SR). In the role of interim PR, UNDP is responsible for the financial and programmatic management of the Global Fund grants as well as procurement of pharmaceutical and non-health items and the quality of the services provided under the programmes. In all areas of implementation, UNDP provides support to national partners to strengthen health systems to assume the PR role when capacities permit. Central to UNDP’s work is strengthening partnerships between MoPH, other government agencies, affected communities, development partners and UN agencies to ensure more effective and inclusive governance of the response against the three diseases.
UNDP is a founding co-sponsor of the Joint UN Programme on HIV/AIDS (UNAIDS). The UNAIDS division of labor provides the framework for UNDPs response to the AIDS epidemic. UNDP’s work on HIV, health and development is organized into three main streams of work, as follows:
- Mainstreaming, Gender
- Governance, Human rights and Vulnerable Groups
- Global Fund Partnership; Implementation Support and Capacity Development
For the implementation of the Programmes funded by the Global Fund, UNDP Afghanistan has established a Programme Management Unit (PMU) which coordinates and oversees the implementation of the Programmes and ensure compliance of the terms and conditions of the grant agreements with the GF and UNDP rules, policies and procedures. The PMU will ensure coordination with other initiatives funded by the Global Fund and other health programmes. In addition, it is critical the PMU links with other UNDP programmes in Afghanistan and also with other UNDP Country Offices acting as PR for Global Fund programmes in the region and globally.
Procurement and Supply Management (‘PSM’) costs represent a significant portion of expenditures of the Global Fund Programmes. UNDP as PR is responsible for the supplies procured for the GF until they are distributed to the end-users. Hence, UNDP strives to establish a system to monitor performance of other actors (such as institutions, sub-recipients and implementing partners) involved in procurement and/or supply management under the Programmes, where Procurement and Contract Management Associate plays an important role.
Acting under overall guidance and supervision of Head of PSM, Procurement and Contract Management Associate is responsible to support procurement and organizational objectives and strategies. The Procurement and Contract Management Associate works in a collaborative, client-focused, quality and results-oriented manner within the team.
S/he coordinates procurement and contract management activities with PMU Programme and operations staff, vendors, operations team in UNDP Afghanistan office, Customer clearance requirements, Procurement Support Office in Copenhagen and UNDP Global Fund Partnership Teams in Geneva and Copenhagen.
Duties and Responsibilities
The Procurement and Contract Management Associate ensures implementation of the following tasks:
S/he assists the PSM Officer to ensure the provision of effective and efficient procurement and contract management activities. S/he provides procurement services as per the approved annual procurement action plans, in line with grant agreements and UNDP corporate regulations for procurement and contract management and ethical behavior, striving for competitiveness, transparence, efficiency, quality and value for money.
Summary of Key Functions:
- Implementation of operational strategies
- Organization of procurement processes
- Implementation of sourcing strategy
- Coordination of contract management activities
- Facilitation of knowledge building and knowledge sharing
Ensures implementation of operational strategies focusing on achievement of the following results:
- Provides support to PSM Unit to ensure adequate integration of procurement in grant/programme design, planning and implementation of procurement actions.
- Provides inputs and considerations for the procurement action plans and reviews including realistic timelines of each procurement step based on the best available knowledge.
- Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services.
Organizes procurement processes focusing on the following results:
- Organizes work of national counterparts and experts to develop clear and generic specifications and/or terms of reference.
- Implementation of proper procurement processes including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers in full compliance with UNDP rules and regulations.
- Drafting submissions to the Contract, Procurement and Asset Committee (CAP) and Advisory Committee on Procurement (ACP).
- Performing functions in Atlas system according to the assigned Atlas profile.
- Provides weekly monitoring activity updates to feed the tracking sheets maintained by PSM Unit.
Ensures implementation of sourcing strategy focusing on the achievement of the following results:
- Implementation of strategic procurement for GF Programmes including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management; adhering to the UNDP Global Fund Partnership procurement architecture.
- Developing and updating local suppliers’ roster.
- Ensures that PSO recommendations and updates, including ones on commercial LTA holders, LTA scopes and prices, are considered.
- Monitoring, evaluation and reporting procurement partners’ performance to UNDP CO and UNDP Global Fund Partnership as per established procedure.
Facilitation of knowledge building and knowledge sharing with particular focus on the following results:
- Participation in procurement trainings and workshops.
- Participation in the development and implementation of capacity development exercises in the area of procurement.
- Ensures knowledge sharing among the staff and initiating relevant trainings.
- Maintaining electronic and hardcopy files and records to ensure proper accountability.
- Perform other relevant procurement duties as required by PSM Officer.
Coordination of contract management activities:
- Participate in the development of contracts and vendor performance considerations
- Prepare and follow up of contract exit strategy and contract management plan
- Prepare and follow contract change management
- Ensure the services is being delivered as agreed and assist in dealing with poor performance
- Keeps the relationship between UNDP and suppliers for constructive perspective
- Handles the formal governance of and any amendment to the contract
- Prepare and organize required documentations related to the importation for all products managed by UNDP
- Follow timely payment to suppliers with Finance Unit
- Follow suppliers’ claims and disputes, warranties and corrective action
Other tasks that may be required
The Procurement and Contract Management Associate shall participate in any activity that contribute to key results that have an impact on the Global Fund Programmes efficiency especially in procurement and contract management strategies, which will contribute to appropriate delivery of services and overall timely delivery of UNDP programmes and projects.
Ability to capture, develop, share and effectively use information and knowledge
Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships
Required Skills and Experience
- Bachelor’s degree in Business, Education, Economics, Public Administration, Logistics, Pharmacy, Public Health or Health Systems Administration, Management
- CIPS level II certification with relevant experience in procurement / contract management is desired.
- Minimum of 7 years with High school Diploma or 5 years with Bachelors’ degree, relevant experience in procurement / contract management is required.
- Experience working in/with international donor-funded projects, particularly with procurement and contract management of health equipment and services, highly appreciated
- Experience of UN procurement policies and procedures is an asset
- Solid experience in working with a multi-cultured group of people and systems in high-pressure environments desirable.
- Strong IT skills
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
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- Organization: UNDP - United Nations Development Programme
- Location: Kabul (Afghanistan)
- Grade: SB-3, Service Contract, Local Contractors Agreement - Administrative support
- Operations and Administrations
- Administrative support
- Closing Date: 2018-09-13