Procurement and Supply Managem
Duties and Responsibilities
- 1. Ensures strategic leadership, planning and effective management and oversight of Global Fund procurement and supply chain management of health products, focusing on achievement of the following results:
- Leads on the strategic planning, oversight and management of the procurement and supply chain activities 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 forecasting, 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;
- Leads on the coordination, management, supervision and oversight of the procurement team to achieve programme goals, ensuring GF procurement business processes mapping and establishment of internal Standard Operating Procedures, control of the workflows with the procurement team and harmonization of the workflows between the PMU and the Country Office;
- Leads substantive monitoring of procurement and supply chain for health products and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective actions to ensure consistent supply of health products and management of expiries in accordance to international standards;
- In coordination with the Programme Coordinator, manages the procurement team to ensure UNDP is resourced to deliver its commitments, fostering diversity, equity and inclusion and builds the technical, managerial and leadership capacity of staff for promotion of organizational excellence; and
- Ensures 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 programmes. ?
- Leads 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.
- supports the Programme Coordinator in the negotiation of grant agreements, timely reprogramming requests and identification of savings;
- Ensures full compliance of procurement and health product (including quality control, insurance) management activities in line with UNDP’s rules, policies, procedures, and ensures SOPs are followed and validated by internal reviews;
- Ensures 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. review and certification of submissions to the Contracts, Assets and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
- Oversees logistical aspects of procurement, including selection of the most appropriate mode of transportation, 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;
- Manages Atlas tools, including creation of vendors, creation of POs, receipts of supplies and payments to suppliers;
- Leads on performing risk-based assessments and manages UNDP procurement activities in order to provide access to products and services, prevent stock outs or expiry of health products, develops and implements a risk management plan with the procurement team, other PMU staff and implementing partners in order to ensure adequate oversight and support, with timely incident reporting;
- Supervises and oversees adherence to contractual agreements, recommend amendments and contract extension, evaluate and record supplier’s performance and advise relevant parties with respect to their contractual rights and obligations, including Service Providers and Sub-recipients (SRs) and
- In coordination with the Programme Coordinator, leads on addressing audits and investigations in the context of procurement and supply chain management and ensures timely follow up on audit recommendations
- Leads on the coordination of strategic partnerships, 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;
- Represents UNDP in the strategic and operational coordination with donors, national and international partners, regarding the provision of health products and any intervention related to supply chain, planning and implementation of nationwide laboratory equipment strategy;
- Leads on the development and implementation of clear PSM information, upgrading existing tools, taking the lead on the production and dissemination of accurate and timely PSM information, in order to ensure that all partners contributing to PSM activities can undertake a proper monitoring of the stocks in-country, anticipate possible tensions on the supply chain and rationalize the use of medicines and financial resources
- Represents UNDP in the national procurement planning processes (including quantification) for the programmes based on evidence gained during implementation of the programmes;
- Leads on the representation of UNDP in all coordination initiatives between the national programmes and other health and development partners, to promote effective and proactive information sharing, avoid duplication of procurement of health products, exchange critical technical information and resolve implementation issues;
- Leads on the engagement with the Global Fund PSM Specialist and develops a strong professional relationship based on mutual trust and respect and supports during missions; and
- Leads on developing innovative initiatives aimed at improving the PSM situation in country, coordinates the funding requests to complement UNDP’s PR role with other health and development activities, develops the project documents.?
- Ensures harmonization and integration of the procurement and supply chain management activities of the projects into the national strategic documents and other donor initiatives;
- Provides strategic policy and technical advice to the national stakeholders, implementing partners at all stages of the procurement cycle and to the last mile;
- Participates in meetings and technical committees of the Country Coordinating Mechanism (CCM), national disease programmes, coordinating mechanism, as required; and
- Coordinates planned studies and programme review(s) with the implementing partners, CCM, financial and technical partners, UN entities and the GF.
- 5. Ensures PSM related system strengthening activities, including logistic information system, sustainable storage and distribution systems and services for health products guidance and capacity building and facilitation of knowledge building and sharing focusing on achievement of the following results:
- Leads on the engagement with the Ministry of Health, implementing partners, 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 amending improvement plans;
- Leads 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;
- Leads on the capacity assessment and development of core functions of CAMEBU and other national counterparts as part of wider capacity development plans to strengthen procurement and supply chain activities;
- Ensures Sub-recipients 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;
- Identifies 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 CCM;
- Actively participates in UNDP and other relevant external networks to promote the programmes 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 programmes in the area of procurement and supply chain management;and
- Represent UNDP and leads on the development and implementation of a capacity development and transition plan for PSM activities, training a team of national PSM officers so they can take informed decisions, anticipate tensions, understand the possible existing solutions, get familiar with the international market of medicines and medical products, understand the Global Fund rules and regulations related to PSM activities
Required Skills and Experience
- Master’s degree in Public Health, Pharmacy, Procurement, Supply Management, Business Administration, or related field.
- A Master’s degree in Pharmacy is an asset.
- A minimum of seven years of relevant professional experience, which includes international experience in public procurement and supply chain management of health products.
- Knowledge and experience in working with the Global Fund in the area of procurement and supply chain management of health products is an asset
- Experience of UN or UNDP procurement policies and procedures is an asset.
- Work experience in a developing country.
- Demonstrated experience in developing and managing effective partnerships with governments in the area of procurement and supply chain management of health products.
- Demonstrated experience in building capacity of national entities in the area of procurement and supply chain management of health products is an asset.
- Fluency in French.
- Working knowledge of English, both written and oral is an asset.
- Women candidates are strongly encouraged
- Experience in the usage of computers and office software packages and advance knowledge of web-based management system.
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