Procurement Officer - SB4

In January 2018, the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) approved the Program Continuation request of the Republic of Sudan funding of HIV/AIDS, and TB, under NFM-2 for the implementation period of 2018-2020.

UNDP has been a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) in Sudan and is designated Principal Recipient of the HIV/AIDS and Tuberculosis grants (the ‘Grants’). During the period of implementation of NFM-2, UNDP and the GF have agreed on PR transitional measures which will enhance gradual transfer of the PR-ship roles of GF grants to the Ministry of Health by end of 2020.

In this new arrangement, in addition to implementation of important Principal Recipient  responsibilities for the financial and programmatic management, procurement of health and non-health products, and M&E;  UNDP will implement a capacity development plan in view of providing  capacity transfer to the Ministry of Health and selected NGOs/CBOs who will be designated by the CCM to take over as PR for TB and HIV projects, respectively. 

In line with this transition, change in scope and evolving roles, UNDP is recruiting a Procurement Officer to work in the Global Fund PMU. Under the overall supervision and guidance of the Procurement Analyst the Procurement Officer will provide support to the procurement functions of the PMU.

The Procurement Officer reinforces a collaborative, client-focused, quality and results-oriented approach across grant sub-recipients and stakeholders. S/he promotes a close and regular working partnerships with SRs in planning and implementing the planned procurement processes, including timely monitoring of the procurement processes

Summary of key functions:

• Implementation of operational strategies
• Organizes and implements procurement processes
• Implementation of sourcing strategy and e-procurement tools
• Prepares procurement related reports and regular updates
• Support recording and oversight of Global Fund assets
• Facilitation of knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Ensures full compliance of procurement activities with UNDP rules, regulations, policies and strategies including support the development of effective internal controls, and the proper design and functioning of a client-oriented procurement management system.
• Supports the implementation of contract strategy for PMU 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
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

Organizes procurement processes focusing on the following results:

• Supports procurement processes for non health items
• In coordination with the project managers for each grant supports preparation of the annual procurement plan for non heath items, establishing clear timelines for each step of the procurement cycle.
• Organizes work of PMU, national counterparts and experts to develop clear and generic specifications and/or terms of reference.
• Implementation of proper procurement and micro purchasing processes, 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 in full compliance with UNDP rules and regulations.
• Drafting submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) on prescribed template
• Performing functions in Atlas according to the assigned Atlas profile.
• Support procurement related to the SRs direct implementation activities
• Organisation and monitoring of the procurements processes related to the SR events, including  printing of trainings materials, registers and other IEC materials, trainings and conference facilities arrangements

Prepare procurement related reports and regular updates on achievement of the following results:

• Provides weekly monitoring updates to feed the tracking sheets maintained by Procurement Analyst on prescribed template.
• Ensures Quarterly review of the procurement action plans.
• Establishment and implementation of proper monitoring system and control of procurement processes including organization of tender documents, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Oversees financial flows related to procurement and provides monthly cash outflow forecast. Ensures timely payments and reconciliations of accounts.
• Analyzes potential procurement efficiencies and advises sound re-programming strategies.
• Provides support and guidance to all stakeholders in procurement at all stages of the procurement cycle where appropriate.
• Provide support in 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 rosters.
• Ensures that PSU recommendations and updates, including ones on commercial LTA holders, LTA scopes and prices, are considered.
• Handling claims and warranties.
• Maintaining electronic and hardcopy files and records to ensure proper accountability
• Monitoring, evaluation and reporting procurement partners’ performance to UNDP CO and UNDP Global Fund Partnership as per established procedure.
• Accurate and timely reporting to TGF including PQR, LFA and PSU.
• Providing necessary inputs for the financial and programmatic reports, as may be required by PMU management

Support recording and supervision of Global Fund assets

• Support the recording and update of the asset register, by timely providing the information on the procurement of all assets related items
• Ensure that  all PMU assets are recorded in Atlas and grant asset register  as  per UNDP guidelines.
• Ensure that assets in the custody of PMU staff and employees are recorded and a log of movement of assets is kept.

Facilitation of knowledge building and knowledge sharing with focus on the following results

• Ensure that assets in the custody of PMU staff and employees are recorded and a log of movement of assets is kept.
• Participation in procurement trainings.
• Participation in the development and implementation of capacity development and transition plan for SRs/FMOH in procurement.
• Ensures knowledge sharing among the staff and initiating relevant trainings.
• Provide support to the FMOH in reinforcing the Global Fund asset management functions
• Perform other relevant procurement duties as required by supervisor

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Management and Leadership 

• Good managerial and leading skills;
• Demonstrate strong coordination and organizational skills;
• Ability to work as a part of a team, sharing information and coordinating efforts within the team; 
• Consistently approaches to work with energy and a positive and constructive attitude;
• Excellent analytical and writing skills.

Communication 

• Good communication skill both in writing and oral including networking and interpersonal skills;
• Proven ability to persuade and influence others to cooperate

Client Orientation

• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients; 
• Proven ability to build strong relations with partners, clients for positive feedback;
• Ability to undertake and apply gender analysis to ensure gender equitable solutions

Partnership

• Build, coordinate and advise on strategic and programmatic partnership
• Facilitate the engagement of major stakeholders or groups in environment and sustainable development decision making, their access to and sharing of information for effective compliance.

Communication and Outreach

• Advise on the development and management of the Facility’s communication strategy, outreach campaigns and activities to raise the Facility’s profile at the national and international levels.

Professionalism

• Demonstrate professional competence and mastery of subject matter
• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
• Speaks and writes clearly and effectively and demonstrates openness in sharing information and keeping people informed.
• Willing to undertake other assignments as provided by the Programme Manager

Leadership

• Proactive in developing strategies to accomplish objectives,
• Establishes and maintains relationships with a broad range of people to understand needs and gain support,
• Drives for change and improvements,
• Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Judgment/Decision-making

• Identifies the key issues in a complex situation,
• Gathers relevant information before making a decision,
• Considers positive and negative impacts of decisions prior to making them,
• Proposes a course of action based on all available information,
• Checks assumptions against facts

Education:

• Master’s degree in Business, Economics, Public Administration or any development related field
• Knowledge on UN Procurement rules will be positively considered

Experience:

• Experience in development programs (with Masters’ degree), or two years (with Bachelors’ degree)  
• Solid experience in working with a multi-cultured group of people and systems in high-pressure environments desirable.
• Strong IT skills
• Excellent organizational and interpersonal skills, as well as proven management skills.
• Ability to work under pressure in order to meet strict deadlines;
• Experience of UN or UNDP procurement policies and procedures is an asset.

Language Requirements:

Fluency in both written and spoken English and Arabic