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Procurement Associate

São Tomé (Sao Tome and Principe)

  • Organization: UNDP - United Nations Development Programme
  • Location: São Tomé (Sao Tome and Principe)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
    • Administrative support
  • Closing Date: 2021-06-17

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The United Nations Development Program (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 2030 Agenda for SDGs and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development, including widening economic and social inequalities, the climate crisis, rapid urbanization, the continuing burden of HIV and other infectious diseases (e.g, malaria, tuberculosis), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.
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 with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health programs while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and The Global Fund to improve management, implementation and oversight, while simultaneously strengthening health institutions and systems for national entities to assume the PR’role over time. Within the HIV, Health and Development Group, Bureau of Policy and Programme Support, Global Policy Network, the Global Fund Partnership/Health Implementation Support Team (GF-HIST) is a dedicated team providing support to UNDP Country Offices throughout the grant lifecycle. 
In Sao Tomé and Principe, UNDP has played the interim Principal Recipient role for malaria, HIV and tuberculosis grants funded by Global Fund and those funds have been successfully implemented by the Ministry of Health and civil society, with the technical support of UNDP and other technical and financial partners and have allowed the country to achieve the targets for SDG3, in particular with regards to malaria. 
UNDP is currently implementing the grant for the period 2018 – 2020, that will be finalized on December 2020 with an extension until June 2021 for the closure period. From January 2021, UNDP will transition the PR role to the Ministry of Health, who will assume the role of the PR for a consolidated grant for an amount of EUR 11,695,646 with a dedicated Project Management Unit embedded in the Ministry of Health, that will be managing the grant. UNDP will sign a Financing Agreement with the Ministry of Health to support the implementation of the Global Fund grants with a major focus on Health System Strengthening. The Procurement Analyst reporting to the Project Coordinator will support in the implementation of civil works and mobilization of TA, planned in the Financing Agreement and on the closure of the malaria, HIV and tuberculosis grants. He/She will support activities related to the capacity and institution strengthening in the area of procurement, supply chain management including quantification, warehouse management. As the Financing Agreement includes many civil works processes the Officer will follow also very closely the works and will lead the committee for establishment of necessary standards for warehouse and other constructions. 

Duties and Responsibilities

Summary of key functions:
  • Implementation of the operational strategies
  • Organizing procurement processes for the Financing Agreement and the closure of the consolidated grant
  • Facilitation of knowledge building sharing in the CO
1.Ensures implementation of the operational strategies focusing on achievement of the following results:
  • Full compliance of procurement activities with UNDP rules, regulations, policies and strategies and implementation of the effective internal control.
  • Support Procurement Supply chain management; warehousing, quantifications, logistics. 
  • CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
  • Setting up Long Term Agreements, vendor data basis
  • Support the CO in the implementation of the Audit for GF Grants
2. Organizes procurement processes for the Financing Agreement and the closure of the consolidated grant, focusing on achievement of the following results:
  • Establishment a procurement plan based on the activities included in the Financing Agreement.
  • Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of contracts in full compliance with UNDP rules and regulations.
  • Support the Project Coordinator and the Ministry of Health in the setting up the ToRs and determine the technical specification for the activities planned in Financing Agreement.
  • Preparation of Purchase orders and contracts in and outside Atlas and vendors’ creation in Atlas. 
  • Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), whenever applicable.
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
  • Research the local market and prepare list of providers ensuring best prices and best value for the purchased products 
  • Presentation of monthly and quarterly reports on procurement to the CO. 
  • Follow-up the application and timeline of signed contracts.  
  • Conduct the appropriate procurement archive of documents.
  • Follows up procurement budget and permanently follows up international purchases
  • Follows up construction projects and supports bidding process ensuring that UNDP rules are being constantly followed.
  • Monitoring of contracts issued in the framework of the Financing Agreement.
  • Support the supervisor in any other activities that he might request. 
3. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Participation in trainings for the operations/ projects staff on Procurement.
  • Synthesis of lessons learned and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice.
  • Provide capacity building in above mentioned in the procurement activities.


Corporate Competencies:
  • Demonstrates integrity by modeling the UN’s values and ethical standards.
  • Promotes the vision, mission, and strategic goals of UNDP.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Outstanding organizational skills, attention to detail and ability to work under pressure and manage project work with a high degree of accuracy.
  • Willing and able to undertake other tasks as assigned by the project leadership.
Functional Competencies:
Knowledge Management and Learning
  • Shares knowledge and experience
  • Encourages project staff to share knowledge and contribute to UNDP Practice Areas
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
  • Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets
  • Sound knowledge of financial rules and regulations
  • Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
  • Focuses on results for project activities
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change
  • Responds positively to feedback and differing points of view

Required Skills and Experience

Bachelor’s degree in Business or Public Administration  and procurement certification will be an asset.
  • 5 years of relevant administrative experience is required at the national level. Demonstrated Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web-based management systems.
  • A minimum of 5 years of experience in working with the Global Fund is desirable.
Language Requirements:
Excellent command of the Portuguese language and one of the UN languages (French and / or English)



Important applicant information

All posts in the SC categories are subject to local recruitment.

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