Procurement and Supply Chain Analyst

Eligibility criteria

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task

Within the delegated authority and under the supervision of Deputy Resident Representative, UNDP Venezuela or his/her designated mandated representative(s), the UN Volunteer will:

• Support the strategic planning, oversight and management of the procurement and supply chain management for health products in compliance with UNDP’s rules, policies and procedures, the grant agreements and corporate agreements with the Global Fund ensuring integration across functional areas;
• Conceptualize and implement a client-oriented procurement management system including tender processing and evaluation, e-procurement, contractor appraisal, evaluation and negotiation of offers, contract and contractor management, legal considerations and payment conditions and, risk assessment;
• Lead on the coordination, management, supervision and oversight of the procurement team to achieve Programme goals, ensuring GF procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures;
• Control of the PSM workflows with the procurement team and harmonization of the workflows in the PMU and the Country Office;
• Lead substantive monitoring of procurement and supply chain management for health products and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective action(s) to ensure consistent supply of health products and expiries with international standards;
• In coordination with the Programme Manager, develops and maintains a procurement team to ensure UNDP is resourced to deliver its commitments, fostering diversity, equity and inclusion and builds the technical, management and leadership capacity of staff for promotion of organizational excellence;
• Ensure strong collaboration with UNDP regional and headquarters, Bureau of Management Services, and the GF/HIST (including the Quality Assurance Advisor) in the context of procurement and supply chain management for health products for the Programs;

• Lead on the timely preparation and implementation of quality procurement and supply chain management documents and reports required by the donor, including procurement and supply management plans, quality control plans and supports the Programme Manager in the negotiation of grant agreements and timely reprogramming requests and identification of cost savings;
• Ensure full compliance of procurement and health products (including quality control, insurance) management activities in line with UNDP’s rules, policies, procedures, and ensures SOPs are followed and validated by internal reviews;
• Ensure proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation and review and certification of submissions to the Contracts, Assets and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);

• Oversee logistical aspects of procurement, including selection of the most appropriate mode of transport, definition of appropriate incoterms, preparation of documentation to ensure a fast clearance process on arrival in country, insurance reporting obligations are met and communication with the freight forwarder agent;
• Manage Atlas tools, including creation of vendors, creation of POs, receipts of supplies and payments to suppliers;
• Lead on performing risk-based assessments, to manage UNDP procurement activities to continued access to needed products and services and prevent stock outs or expired health products and develops and implements risk management matrix/plan with the procurement team and other PMU staff and implementing partners and ensures adequate oversight and support is provided, with timely incident reporting;
• Supervise and oversees adherence to contractual agreements, recommend amendments and contract extension, evaluate and record supplier performance and advise concerned parties with respect to contractual rights/obligations, including Service Providers and Sub-recipients (SR) and contribute to capacity assessment and submissions of value of money;
• In coordination with the Programme Manager, leads on addressing audits and investigations in the context of procurement and supply chain management and ensures timely follow up on management actions;
• Lead on the coordination, building strategic partnerships and maintains strong working relationships with the Ministry of Health, Programme implementers, national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products;
• Support the national procurement planning processes (including quantification) under the Progamme based on evidence gained during its implementation;
• Maintain close co-ordination between the Programmes and other health and development initiatives in the country, to promote partnership building and avoid duplication of procurement and supply chain management of health products activities and to exchange critical and technical information and resolve implementation issues;
• Lead on the engagement with the Global Fund’s PSM Analyst and develops a strong professional relationship based upon mutual trust and respect and supports during missions; and
• Lead on developing funding requests to complement UNDP’s PR role with other health and development activities and the development of project documents and initiation of the Programs in the context of procurement and supply chain management of health products, including logistical management information systems, waste management, etc.;
• Ensure harmonization and integration of the procurement and supply chain management into the Malaria national strategy and other donor initiatives;
• Provide strategic policy and technical advice to the national stakeholders, implementing partners and in procurement and chain management at all stages of the procurement cycle and to the last mile and make adjustments as necessary;
• Participate in meetings and technical committees of the Malaria Advisory Committee (MAC), and, technical coordinating mechanism, as required; and
• Coordinate planned studies and Programme review(s) with the national programmes, in collaboration with the implementing partners, MAC, financial and technical partners, UN entities, and the GF;
• Engage with the Ministry of Health, implementing partners, CSOs, UN entities, financial and technical partners to strengthen national systems and health institutions, in the area of procurement and supply chain management, including logistic information system, sustainable procurement storage, distribution and waste management systems and services for health products, developing, monitoring and contribute to the improvement plans;
• Lead on the engagement with national partners and oversees the development of capacity development strategies to support national entities in the area of procurement and supply chain management, including logistic information system, sustainable storage and distribution systems and services for health products and ensuring access to appropriate tools and resources ensuring coordination with other donor initiatives;
• Support capacity assessment and development of core functions of national counterparts as part of wider capacity development plans to strengthen procurement and supply chain activities;
• Ensure Sub-recipient(s) and service provider(s) are well advised on procurement issues throughout the grant life cycle to ensure procurement plans are adequately scheduled, budgeted and comply with contracts and is in line with UNDP rules, policies and procedures;
• Identify and supports development of communications (print, video) highlighting key Programme achievements, best practices, and lessons learnt and contributes to information sharing with the Ministry of Health, implementing partners, CSOs, UN entities, financial and technical partners, the GF and the MAC;
• Actively participates in UNDP and other relevant external networks to promote the Programs and UNDP’s health and development work (e.g., conferences, community of practice, Yammer) and represents UNDP in relevant technical meetings, working groups at country, regional and global level and gathers lessons learnt to apply to the Programs in the area of procurement and supply chain management; and
• Contribute to the Programme’s periodic progress updates to the Global Fund.

Qualifications/Requirements Required degree level: Master degree or equivalent Education - Additional Comments:

• Advanced higher degree (Master’s or equivalent) in pharmacy, procurement, supply chain management, logistics or a related field; complimentary qualifications in public health, health systems management, Program management or any development-related field of study an asset;
• UNDP procurement certificate (CIPS) or equivalent is an asset

Required experience: 24 Months Experience remark:

• At least 2 years of professional work experience at the national and/or international level in the management of national and/or international supply chain for health products;
• Work experience with national disease programmes in the area of procurement and supply chain management is an asset;
• Previous work experience in health sector projects is an asset;
• Knowledge of and/or expertise of UN or UNDP procurement policies and procedures is an asset;
• Excellent oral and written skills; excellent drafting, formulation, reporting skills;
• Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Experience working in an international setting for an international organization is an asset;
• Solid overall computer literacy, including proficiency in MS Office suite and email/internet; familiarity with database management; and office technology equipment;
• Knowledge of advanced web-based management systems is an asset;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Sound security awareness;
• Have affinity with or interest in global public health and grant systems, volunteerism as a mechanism for durable development, and the UN System.
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the United Nations Development Programme’s mission and vision, as well as to the UN Core Values.

Language skills:

• Spanish(Mandatory), Level - Fluent
• English(Optional), Level - Working Knowledge

Area of expertise: Pharmacy and medical supply, Logistics and supply management Area of expertise details:

• At least 2 years of professional work experience at the national and/or international level in the management of national and/or international supply chain for health products;
• Work experience with national disease programmes in the area of procurement and supply chain management is an asset;
• Previous work experience in health sector projects is an asset;
• Knowledge of and/or expertise of UN or UNDP procurement policies and procedures is an asset;
• Excellent oral and written skills; excellent drafting, formulation, reporting skills;
• Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Experience working in an international setting for an international organization is an asset;
• Solid overall computer literacy, including proficiency in MS Office suite and email/internet; familiarity with database management; and office technology equipment;
• Knowledge of advanced web-based management systems is an asset;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Sound security awareness;
• Have affinity with or interest in global public health and grant systems, volunteerism as a mechanism for durable development, and the UN System.
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the United Nations Development Programme’s mission and vision, as well as to the UN Core Values.

Driving license: No Competencies values:

Adaptability and Flexibility, Commitment and Motivation, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Working in Teams

Application procedure:

You can only apply if you have created your profile at https://vmam.unv.org/candidate/signup

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Application deadline: 06-Dec-2020 at 23:59hrs, Germany time zone