Procurement Specialist-PSM

The Global Fund (GF) to fight AIDS, TB and Malaria (GFATM) was created at the initiative of the G7 countries in order to use most efficiently the financial resources allocated for the prevention and the fight against HIV / AIDS, Malaria and tuberculosis around the world; these three diseases kill over 6 million people each year.The Global Fund's approach is based on a set of principles designed to bring a new perspective of financing development projects focusing on the needs of partners. The latter, through their expertise, appropriate project management and are committed to delivering tangible and visible results.The Global Fund works as a funding organization and provides national and international partners, public and private, voluntary and community additional financial resources, based on the existing strategies, networks with an emphasis on participation and accountability of all actors.

In Guinea Bissau, the Global Fund has been providing Grants for HIV/AIDS, Tuberculosis and Malaria to assist the country in addressing the challenges posed by the three diseases since 2003, with UNDP Guinea Bissau acting as a key partner managing the funds on behalf of the government.Following successful capacity development of the Ministry of Health, UNDP transitioned from its interim role of Principal Recipient in 2008, with all three grants being managed by the Government of Guinea Bissau. However, following the April 2012 military coup d’état, in 2013 the Global Fund and the CCM reengaged UNDP as Principal Recipient (PR) for the Round 9 Phase 2 Malaria and Tuberculosis Grants. Once again, UNDP in Guinea-Bissau was recognized as a UN strategic partner in the efforts of fighting these diseases. Additionally, in 2014, UNDP was requested by GF and the HIV PR (SNLS – National AIDS Secretariat) to undertake procurement of HIV health products and commodities. UNDP worked with national partners to update national health strategies and prepare funding requests for the GF New Funding Cycle (NFC 2018-2020), which are intended to support national health responses to the three diseases and Health System Strengthening until December 2020.

As the Principal Recipient of the NFC Malaria grant and through the procurement services it provides for the TB-HIV-HSS grant managed by the MOH, UNDP ensures programmatic management, coordination and financial accountability of the Malaria grant; and capacity building of national counterparts on procurement and supply chain management for the TB-HIV-HSS grant, as well as the timely procurement and management of all GF health products, efficient monitoring and evaluation and submission of quality reports to the Global Fund and MOH. UNDP works closely with the MOH, other UN-agencies, and NGOs involved in the health sector.

For the implementation of the Global Fund Project, UNDP Guinea Bissau established a Programme Management Unit (PMU) that coordinates the implementation of the grants and provide general guidance on Global Fund rules and procedures to all Sub Recipients participating in the implementation of the projects.

Procurement represents a major share of expenditure of the Global Fund Project.The PSM Specialist is responsible for the successful delivery of procurement services for efficient implementation of the Global Fund grants. Under the supervision of the PMU Project Manager, the PSM Specialist works in close collaboration with the Procurement Specialists of the UNDP Global Fund Partnership Team in Geneva and PSO office in Copenhagen.

Summary of key functions:

1.Procurement and Supply Management

2.Financial Management

3.Knowledge Management

UNDP Global Fund Partnership & Health Programme Implementation Support Team and the Country Office the PSM Specialist ensures the provision of effective and efficient PSM activities, with the following responsibilities:

Procurement and Supply Management

• Together with health sector specialists, undertakes quantification and forecasting (Q&F) for health products, coordinated by the National Q&F working group.
• Develops, in coordination with other PSM TA providers and other PRs, quantification tools at national, regional, district level.
• Carries the responsibility within the UNDP Programme Management Unit for Q&F for health products to be purchased with Malaria grant funds.
• Monitors and updates stocks, consumption/distribution and pipeline information, to avoid stock outs and overstocks.
• Ensures the secretariat and technical coordination of the National PSM and Q&F working groups, promotes the functioning of the same and disseminates data to all partners.
• In coordination with Procurement Specialist, develops, implements and updates procurement plans for health products (Malaria grant and TB-HIV-HSS grant for the MOH) and non-health commodities (Malaria grant) including costing, reporting, scheduling for GFATM approval and internal follow up of procurement and contracting activities, and updates the plans in case of emergencies (damaged deliveries, destruction of products in warehouses, etc.).
• Plans work assignments to ensure timely delivery of results and performance,
• Reviews specifications and terms of reference to ensure completeness, accuracy and compliance with quality standards, in coordination with other PSM TA providers.
• Ensures compliance with GFATM/UNDP procurement guidelines.
• Ensures proper tendering and bidding procedures to ensure overall competitiveness, quality and conformity to specified requirements, supporting the Procurement Specialist and Procurement Associate in evaluations of tenders to ensure overall competitiveness, quality and conformity to specified requirements, including submissions to the Local Contracts Committee and the Advisory Committee on Procurement, when needed.
• Solicits and evaluates tenders.
• Prepares (and/or updates) and submits a Quality Assurance Plan (QAP) for GF health products, updates the annual QAP implementation workplan, and ensures implementation of all QAP activities.
• As part of the QAP activities, prepares (and/or updates) and submits a Quality Control (QC) plan, including sampling plan for health products, and ensures implementation of all QC activities, including training in QC, actual sampling, transport to QC lab, reporting on QC activities on a quarterly basis to PSU and to GF.
• Ensures that procured health products comply with international and national standards.
• With the support of Procurement Specialist, coordinates with suppliers, PSU and national partners the timely delivery of goods and services, manages and oversees clearing and forwarding agents.
• With the support of the Procurement Specialist, supervises the recruitment of PMU-GF consultants; creates, where applicable, rosters and facilitate recruitment processes and contracting with consultants (in coordination with CO Procurement Unit).
• Monitors suppliers’ performance with respect to the quality and timely delivery of goods and services. Ensures quality review of submissions to the ACP. Handles claims and claims statistics.
• Based upon monthly stock and transit data, prepares and submits monthly insurance reports.
• Monitors storage conditions for drugs and other health products, visits storage facilities in the region and formulates the recommendations in order to create the appropriate conditions for storage and distribution of drugs and health products.
• Oversees correct in and outstanding, storage and inventory procedures.
• Oversees the correctness of data in the warehouse inventory system.
• Follows the level of stocks in order to avoid stock outs and overstocks.
• Promptly notifies national and international partners in case of damage or destruction of products during transport or storage in warehouses, and oversees the preparation of reports, documents, documentation related to the damage; revises quantification to address urgent needs; other activities related to the damage of shipments or stores.
• Sets appropriate controls for proper tracking of goods from transport and handling to final destination.
• Ensures management of assets procured under GF grants. Support PSM Specialist to register and control the PMU-GF goods and products received in ATLAS and other databases
• Prepares and updates the PSM risk management plan and ensures its implementation
• Liaises with GFATM and Local Fund Agents (LFA) teams on all PSM related matters, builds in coordination with other PSM TA providers capacity of PSM systems in all possible aspects.
• Ensures Sub Recipient contract related activities as capacity assessment, procurement process, evaluation of the proposals, prepares Value for Money (VFM) submissions and follow-up, develops contract conditions and ensures contract management, provide oversight of SRs on all procurement and assets management, supervises PSM related reporting and evaluates contract performance in collaboration with M&E and PMU Coordination units.
• Provides information and communicates with UNDP HQ (LSO, PSU), UNDP Global Fund Partnership & Health Programme Implementation Support Team on PSM related issues and provides data to the Project Manager for communication with the GF.
• Supports in coordination with other PSM TA providers on setting up of a Logistics Management Information System (LMIS).
• Creates and supports PSM coordination mechanisms of partners, and collaborates with other PSM partners for health products in the country.
• Collaborates on a daily basis with the Central Medical Stores (CECOME) and the International Warehouse Manager in order to ensure appropriate systems.
• Implementation of OAI recommendations related to PSM.

Financial Management

• In collaboration with the Finance Specialist, oversees financial flows related to procurement.
• Ensures reconciliation between inventory and accounting system data.
• Prepares PSM overall and annual budgets and workplans, as well as specific sub programme budgets and workplans.
• Monitors PSM  annual plan and overall budget and expenditures
• Monitors QAP budget and expenditure
• Ensure communication with LFA and other GF entities and ensures responses and clarification
• Ensures correct and timely payment for logistics services in close collaboration with the CO’s Finance Unit.

Knowledge Management

• Identifies areas for capacity development for PSM activities across the Grants
• In coordination with other PSM TA providers, disseminates best procurement and supply management practices on local level.
• Customizes and develops PSM-related training material to contribute to capacity building at local level.
• Shares experiences / best practices with PSU, National Programs and eventually on the procurement network, with substantive support from the UNDP GF Partnership & Health Programme Implementation Support team
• Prepares notes on lessons learned and best practices
• Builds the PSM capacity of national partners, especially in the Ministry of Health Programs and CECOME, being based several half days per week in MOH Programs and CECOME.

Any other duties, as assigned by CO Senior Management, the Project Manager, UNDP HQ PSO.

Corporate Competencies

• Demonstrates integrity by modeling the UN values and ethical standards
• Promotes the vision, mission, and strategic goals of UNDP
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

• Demonstrates capacity to plan and organize ones work effectively, including support to design, planning and implementation of projects, management of data and reporting.
• Strong analytical skills and strategic thinking, including a sound understanding of the framework of UNDP’s cooperation with the GFATM.
• Focuses on impact and results for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Demonstrates resourcefulness, initiative and ability to meet tight deadlines.
• Builds strong relationships with internal and external clients, including the Global Fund and the UN family of agencies.
• Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems.
• Ability to perform a variety of specialized activities related to contract and procurement management.
• Ability to provide input to business processes re-engineering.
• Remains calm, in control and good humored even under pressure.
• Demonstrates openness to change.
• Actively works towards continuing personal learning and development.
• Promotes a knowledge sharing and learning culture in the office and with partners.

      Education

Master’s degree in Business, Pharmaceutical, Economics, Public Administration or any development related field and/or a degree in procurement supply management

Pharmaceutical and/or supply chain background is essential

Medical and / or Public Health background is an asset

Experience:

Minimum of 7 years professional experience, which includes at least 3 years of international experience in pharmaceutical supply chain management, quantification, PSM systems, preferably in developing countries;

Certification on PSM online training (procurement of pharmaceuticals) an asset;

Prior procurement and supply chain experience in the framework of USAID, PEPFAR, Global Fund grants is an asset;

Prior UNDP experience is an additional asset;

Prior West African experience, particularly in Guinea Bissau is an asset;

Strong IT skills; knowledge of LMIS software

Knowledge of ATLAS and MACS are an asset.

Language requirements:

Fluency in English and French with strong writing skills required. Knowledge of Portuguese is an asset.

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning