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National PSA - Procurement Associate

Ashkhabad (Turkmenistan)

  • Organization: UNDP - United Nations Development Programme
  • Location: Ashkhabad (Turkmenistan)
  • Grade: NB 3 - National Personnel Services Agreement - Administrative support
  • Occupational Groups:
    • Procurement
    • Administrative support
  • Closing Date: 2021-09-27

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Background

UNDP’s Support to COVID-19

COVID-19 is a critical issue for UNDP. It is as much a health and development emergency as it is a human security crisis. In order to deliver on its mission eradicating poverty, reducing inequalities and building resilience to crisis and shocks, UNDP helps countries to urgently and effectively respond to COVID-19 in the context of the 2030 Agenda.

Urgently and effectively addressing COVID-19 is critical to safeguarding progress on the SDGs. Through its presence in 140 countries and its integrator role, UNDP together with UN and other partners can support countries to immediately scale up evidence- and rights-based multisectoral responses, i.e. whole-of-government/whole-of-society responses, needed to effectively tackle COVID-19. In so doing, the organization can rapidly leverage its extensive presence and networks at global, regional and country levels, its mandate to work broadly – to connect the dots – across humanitarian and development sectors.

The national and international health landscapes are rapidly changing. New health initiatives are emerging, particularly in relation to non-communicable diseases, which brings to light pressing challenges linked to health systems strengthening including, health product procurement and supply chain management. These opportunities go beyond UNDP’s partnership with the Global Fund and require a new modus operandi to optimize UNDP’s investments into global health. Increasingly, UNDP is supporting governments in thematic area of health product procurement and supply chain management with funding from national budgets. In addition, UNDP is expanding opportunities for partnerships with key stakeholders including the World Bank group (WBG).

UNDP and the World Bank:

In support of the UN-World Bank partnership framework since 2009, UNDP and the World Bank have had a long-standing cooperation in more than 100 countries, including on analysis and assessments, knowledge products and policy support, capacity development and project implementation to help advance the Sustainable Development Agenda.

Since 2020, UNDP and the World Bank have been collaborating on COVID-19 socio-economic assessments in 24 countries. Procurement of health supplies and strengthening health systems are the scope of WBG-UNDP engagement for COVID-19 response.

World Bank’s Loan Agreement to Turkmenistan

On 28 July 2021 the Ministry of Finance and Economy of Turkmenistan signed an agreement with the International Bank for Reconstruction and Development of the World Bank Group on allocation of a $20,0 mln loan to combat COVID-19. The loan allocated by the WB to Turkmenistan will support the efforts of the Government of Turkmenistan on the prevention, diagnosis and treatment in case of confirmed COVID-19 cases.

The Objective of the project is to prevent, detect, and respond to the threat posed by COVID-19 and strengthen national systems for public health preparedness in Turkmenistan. The Objective will be achieved through three components as follows:

Component 1 will aim to strengthen country-level coordination, risk communication and community outreach, early case detection, isolation and contact tracing, testing, and response capacities (activities which mostly fall within the responsibility of the MoHMI Division for Sanitary and Epidemiological Safety and Control).

Component 2 will focus on strengthening infection prevention and control and case management practices in health facilities (activities which mostly fall within the responsibility of the MoHMI Division for Patient Care).

Component 3 will support the project management, and monitoring and evaluation.

UNDP country office (CO) in Turkmenistan will be the implementer of the project, under overall coordination of the Ministry of Health and Medical Industry of Turkmenistan (MoHMI).

For the implementation of the WB funded programme, the UNDP will hire a dedicated project team of 8 staff including Project Manager, finance, procurement, admin & logistics staff, monitoring and evaluation, social and environment specialist and customs clerk.

Procurement of comprises about 85% of the World Bank project, including procurement of health products and equipment (lab reagents, consumables, medicines, medical equipment, services for maintenance of various equipment, and procurement of services of consultants).

Duties and Responsibilities

Ensures efficient management of procurement and supply chain processes:

  • Develops and updates annual procurement action plans, with clear timelines for each step of the procurement cycle;
  • Works closely with the WB Project Manager and its team to conduct cost analysis, market research and effective ways to deliver medicines and health products in the country in the most transparent and efficient ways;
  • Establishes and implements proper monitoring system and control of procurement processes including timely delivery of goods/services and take corrective actions if and when necessary to reflect realistic due dates;
  • Analyses potential procurement efficiencies and advises sound re-programming strategies;
  • Takes the lead on developing a strategy for appropriate integration of UNDP / WB procurement activities towards strengthening of MoHMI capacity and provides support and guidance to all stakeholders in procurement at all stages of the procurement cycle where appropriate.

Organizes procurement processes:

  • Liaises with the UNDP programme staff, World Bank procurement specialists, and national counterparts to develop clear and generic specifications and/or terms of reference;
  •  Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals and facilitation of their evaluation together with the assigned panels in full compliance with UNDP rules and regulations, and particularly with regard to Quality Assurance of health products;;
  • Performs functions in Atlas according to the assigned Atlas profile;
  • Liaises with the GPU/HIST/suppliers after contract award to draft and agree proposed contracts/purchase orders;
  • Coordinates with Admin & Logistics Assistant for handover of the concluded procurement cases for further planning of receipt and distribution.
  • Liaises with the National Centre for Registration of Medicines regarding the updated list of documents required for registration of the medicines; leads on the submission of product dossiers for the medicines procured by the programme;
  • Maintains electronic and hardcopy files and records to ensure proper accountability.
  • Ensures follow up on PSM-related audit recommendations.
  • Development of procurement related reports to UNDP CO, the national counterparts and/or donor organizations.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

  • Ensures knowledge sharing among the staff;
  • Synthesis of lessons learnt and best practices in PSM area;
  • Contributions to knowledge networks and communities of practice;
  • Contributes to the production and publication of public information materials.
  • Provides inputs and innovative ideas on new opportunities, demands and/or e-technologies, ensures promotion and implementation of sustainable health criteria in public procurement.

Performs other relevant task as assigned by the Programme Manager.

Institutional Arrangement

For the implementation of the WB funded programme, the UNDP will hire a dedicated project implementation team of 8 staff including Project Manager, finance, procurement, admin & logistics staff, monitoring and evaluation, social and environment specialist and customs clerk. Procurement Specialist recruited for the World Bank project will provide leadership in execution of procurement activities, ensuring their effectiveness, transparency and integrity. The Project Specialist promotes a client-oriented approach consistent with UNDP rules and regulations. S/he works in close collaboration with the UNDP CO operations and programme staff, UNDP General Procurement Unit (GPU) and Health Implementation Support Teams (HIST) in Geneva and Copenhagen, and the project team to resolve complex procurement and other project-related issues and information delivery.

Competencies

Corporate Responsibility & teamwork: Serves and promotes the vision, mission, values, and strategic goals of UNDP. Plans, prioritizes, and delivers tasks on time. Participates effectively in a team-based environment, collaborating and cooperating with others. Seeks and applies knowledge, information, and best practices from within and outside UNDP. Recognizes and responds appropriately to the ideas, interests, and concerns of others.

Professionalism: Knowledge of procurement and supply management principles, procedures and standards. Ability to conduct research and analysis, identify issues, formulate options and make conclusions and recommendations. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed cost and quality standards; provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Required Skills and Experience

Education:

  • Secondary Education with a specialized training in procurement.
  • University Degree in Business or Public Administration would be desirable, but it is not a requirement

Work Experience:

  • 5 years of progressively responsible administrative, procurement or supply management experience is required at the national or international level.
  • Experience in health procurement or health supply management in a public or private organization is desirable;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Advanced knowledge of automated procurement systems, experience in handling of web-based management systems.

Language requirements:

  • Fluency in English, Russian, and Turkmen.

Travel:

Travel to the regions of Turkmenistan maybe be associated with performing the functions.

The following documents shall be required from the applicants:

  1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
  2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
  3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.

Disclaimer

Important applicant information

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

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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