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Procurement and Supply Managem

Bujumbura (Burundi)

  • Organization: UNDP - United Nations Development Programme
  • Location: Bujumbura (Burundi)
  • Grade: P-4, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Logistics
    • Procurement
    • Supply Chain
  • Closing Date: 2021-01-20

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Background

Job Purpose and Organizational Context
 
The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. 
 
The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance and supports the results of UNDP’s 2018-2021 Strategic Plan, focusing on seven outcomes including, strengthening institutions to progressively deliver universal access to basic services (Outcome 3). The HIV, Health and Development Group (HHD Group), within BPPS, is helping to contribute towards this outcome. The HIV, Health and Development Strategy 2016-2021: ‘Connecting the Dots’ elaborates UNDP's work on HIV and health in the context of the 2030 Agenda for Sustainable Development. UNDP’s partnership with The Global Fund, makes a vital contribution to UNDP’s Strategic Plan, the 2030 Agenda for Sustainable Development, the SDGs and the pledge to leave no one behind. 
 
UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.
 
As a trusted, long-term partner of The Global Fund (GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management. Within the HHD Group the Global Fund – Health Implementation Support Team (GF/HIST) is a dedicated team providing support to UNDP Country Offices implementing health and development programmes.  
 
UNDP has been identified as the interim PR for the Burundi GF programmes to be implemented from 1 January 2021 to 31 December 2023, UNDP will implement the programmes in close coordination with the national partners, including the disease programmes, the central Medical store CAMEBU, NGOs, technical partners and UN entities. 
In order to provide strategic planning, programmatic and operational management and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established. Under the overall supervision of the Programme Coordinator, the Procurement and Supply Management Specialist will be responsible for leading a team, to achieve a high level of procurement and supply chain performance, coordinating and building strategic partnerships, providing policy and strategic technical guidance and engaging with partners to strengthen national systems and health institutions in the context of procurement and supply chain management for health products.
In order to allow for the national authorities to manage Global Fund resources during the next allocation cycle, and to successfully pass the donor’s assessment, UNDP Country Office will actively engage in a capacity development and transition plan. This will require from the PSM  specialist the design, implementation and monitoring of this plan, defining clear milestones, dedicating finance staff time to the implementation of the plan, and proactively identifying the strategies to be implemented to maximize the chances of success of the transition process, as well as available resources inside and outside the organization. The coordination with other technical assistance providers engaged in the transition process is also a key success factor
 
 This will be done in accordance with UNDP rules, policies and procedures, GF grant agreements and corporate agreements with the GF, working in close coordination with national stakeholders, implementing partners, the GF (including Local Fund Agent), technical partners, including PEPFAR and PMI, UN entities, the GF/HIST and other UNDP units and programmes. The Procurement and Supply Management Specialist will promote a collaborative, client-oriented approach, ensuring integration across functional areas within the PMU and support to the integration of capacity building activities.  
 

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. ?
2.  Ensures proactive procurement and health product management, oversight and performs risk assessments focusing on the achievement of the following results:
 
  • 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
3.  Ensures creation of strategic partnerships and resource mobilization efforts focusing on achievement of the following results:
 
  • 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.?
4.  Ensures provision of strategic policy advice and technical guidance in the context of procurement and supply chain management focusing on achievement of the following results:
 
  • 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
Any other duty assigned by the Programme Coordinator. 
 
Negotiation
 
Ability to reach an understanding, resolve point of difference, or gain advantage in the outcome of dialogue

Competencies

Innovation
 
Ability to make new and useful ideas work
 
Level 5: Creates new and relevant ideas and leads others to implement them
 
Leadership
 
Ability to persuade others to follow
 
Level 5: Plans and acts transparently, actively works to remove barriers
 
People Management
 
Ability to improve performance and satisfaction
 
Level 5: Models high professional standards and motivates excellence in others
 
Communication
 
Ability to listen, adapt, persuade and transform
 
Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others
 
Delivery
 
Ability to get things done
 
Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions
 
Technical/Functional
 
Primary
 
Strategic Sourcing of medicines and medical products
 
Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations of the sourcing of medicines and medical products.
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Contract Management
 
Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Supply chain management of medicines and medical products
 
Knowledge of supply chain management principles, methods, and ability to apply to strategic and/or practical situations
 
Level 6: Integrate & Empower: Leads integral work of teams utilizing expertise, vision, problem-solving capability, and collaborative energy in professional area of expertise
 
Procurement
 
Ability to acquire goods, services or works from an outside external source
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Project Management
 
Ability to plan, organize and control resources, procedures and protocols and to achieve specific goals
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Capacity Development
 
Ability to strengthen and maintain the capabilities of individuals, societies, organizations and governments to set and achieve development objectives over time
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Partnerships
 
Ability to engage with other agencies, donors and other development stakeholders and forge productive working relationships
 
Level 6: Integrate & Empower: Leads integral work of teams utilizing expertise, vision, problem-solving capability, and collaborative energy in professional area of expertise
 
Risk Management
 
Ability to identify and prioritize risks, and organize action around mitigating them
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Negotiation
 
Ability to reach an understanding, resolve point of difference, or gain advantage in the outcome of dialogue
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Secondary
 
Knowledge Management
 
Ability to efficiently handle and share information and knowledge
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Negotiation
 
Ability to reach an understanding, resolve point of difference, or gain advantage in the outcome of dialogue
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
 
Anti-Corruption
 
Knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations
 
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Required Skills and Experience

Education
  • Master’s degree in Public Health, Pharmacy, Procurement, Supply Management, Business Administration, or related field.
  • A Master’s degree in Pharmacy is an asset. 
 
Experience
 
  • 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. 
 
Language requirements
 
  • Fluency in French.
  • Working knowledge of English, both written and oral is an asset.
 
Other
 
  • Women candidates are strongly encouraged 
  • Experience in the usage of computers and office software packages and advance knowledge of web-based management system. 

Disclaimer

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.

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