Procurement and Supply Chain Management Officer
Juba (South Sudan)
Within the delegated authority and under the supervision of Procurement and Supply Chain Specialist or his/her designated mandated representative(s), the UN Volunteer Procurement and Supply Chain Management Officer will:
Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies implementation of the effective internal control, proper functioning of a client-oriented procurement management system:
- Prepare and draft the procurement documentation of the project including RFQ, ITB, RFP as well as micro purchasing and other direct sourcing when applicable
- Advise on project procurement activities and sourcing strategies that meet UNDP procurement principles liaise with relevant corporate procurement entities for advice and follow up in coordination with CO
- Preparation of reports as requested on status of procurement activities
- Make presentations to national counterparts and other stakeholders on UNDP procurement process a status of specific procurement processes if needed
- Elaboration and implementation of cost saving and reduction strategies in project procurement
- Implement contract strategy for the project including tendering processes and evaluation, contract appraisal, evaluation, and negotiation of offers, management of the contract and contractor, considerations and payment conditions, risk assessment
- Conceptualize, elaborate, and implement strategic procurement in the project including sourcing strategy supplier selection and evaluation, quality management, customer relationship management procurement introduction and promotion, performance measurement
- Respond in a timely manner to any queries and provide any clarification or progress/status reports relevant to project procurement that may be requested by the project management team; and
- Consult with Procurement and Supply Chain Management Specialist for the preparation of monthly progress reports for project procurement activities.
Efficient management of procurement processes for the GF grants with the following key responsibilities:
- Prepares procurement plans and monitors timely initiation planned activities
- Organizes procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations
- Prepares Purchase Orders (POs) and contracts in Atlas, preparation of Recurring POs for contracting of services, vendor’s creation in Atlas
- Ensure POs are duly prepared, budge checked and dispatched in a timely manner and takes timely corrective actions on POs with budget check errors and other problems
- Monitors proactively the processing of the POs until delivery and documents any changes of timelines for enabling informed logistic and programmatic decisions
- Prepares submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee Procurement (ACP;)
- Support undertaking market research to identify availability and potential local sourcing of planned procurement activities
- Identify risks and undertake mitigating actions in close cooperation with project team
- Develop and/or implement an internal control system which guarantees that the purchase orders (POs) are duly prepared and processed
- Manage the implementation of the monitoring system of procurement processes and mechanisms to eliminate anomalies in procurement; and
- Prepare and submit procurement cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) as required.
Ensure elaboration and implementation of sourcing strategy and e-procurement tools with the following key responsibilities:
- Develop and manage rosters of suppliers, elaboration of supplier selection and evaluation, quality a performance measurement mechanism.
- Implementation of sourcing strategy and procurement tools for international tenders focusing on achievement of smooth implementation of e-procurement processes and knowledge transfer to the office/project staff as well as proactive work with supplier community for developing e-tendering knowledge usage/application skills.
- Establish and promote quality assurance standards for maintenance and inclusion to the rosters.
- Create various databases and key files necessary for contracting all selected experts and support the Government for the validation of orders in collaboration with the supervisor; and.
- Implementation of E-Tendering, procurement planning tools and sourcing strategy:
- Review of PROMPT entries and follow up with relevant projects on procurement planning.
- Use of E-tendering system for all tenders.
- Developing sourcing strategy for procurement plans.
Ensures facilitation of capacity building and knowledge building and knowledge sharing focusing on achievement of the following results
- Engages with the implementing partners, technical partners to strengthen national systems and health institutions, across functional area of PSM
- Support the Procurement and Supply Chain Specialist in the development of capacity development and transition strategies to support national entities to implement and assume the PR role, ensuring access to appropriate tools and resources.
- Organization of trainings for the operations/ projects staff on PSM
- Synthesis of lessons learnt and best practices in PSM.
- Maintaining electronic and hardcopy files and records to ensure proper documentation; and
- Maintaining up to date procurement tracking tool and report to Procurement and Supply Chain Specialist as and when needed.
- Any other duty assigned by the Procurement and Supply Chain Specialist.
Bachelor’s degree in public Health, Pharmacy, Procurement, Supply Management, Business Administration, or related field.
Having a specialized certification in procurement would be desirable
- Certification in procurement (CIPS) is an asset.
A minimum of three years (3 Years) of relevant professional experience, which includes international experience in public procurement and supply chain management of health productsLanguage skills
- English(Mandatory), Level - Fluent
- Arabic(Optional), Level - Working Knowledge
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 procurement and supply chain management of health products is an asset.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.)