Senior Procurement and Supply Management Specialist (Global Fund)

BACKGROUND

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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.

As a trusted, long-term partner of The Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund, GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services.  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 Global Policy Network, Bureau of Policy and Programme, HIV, Health and Development 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. 

The GF has identified UNDP as the interim Principal Recipient for Angola grants for the implementation period 1 July 2021 to 31 December 2024. For effective implementation of the Global Fund resources, UNDP Angola has established a Program Management Unit (PMU), which is responsible for the day-to-day overall programme management, risk management, policy guidance, financial accountability, procurement of goods, including health products and services, strengthening of the national systems. The GF resources are implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the GF and in close coordination with the national partners, including NGOs, CSOs, communities, technical partners and UN entities and the Global Fund (Local Fund Agent).

DUTIES & RESPONSIBILITIES

Under the overall guidance and supervision of the Programme Coordinator, the Senior PSM Specialist is responsible for managing a team of Procurement and Supply Management (PSM) staff to ensure effective PSM operations. S/He will ensure that procurement and in-country supply chain activities are completed, in compliance with rules and regulations, with appropriate documentation that provides the best value for money.

S/he will work closely with national stakeholders to coordinate the procurement of quality-assured health products. The Senior PSM Specialist will identify and lead on addressing programmatic, and capacity development needs in the area of PSM. S/he will support in the identification and management of PSM and asset risks, introduce appropriate mitigation measures, effectively collaborate with audits, and ensure timely implementation audit recommendations. S/he will promote a collaborative, client-oriented and integrated approach across functional areas of the PMU and with the Country Office, and the GF/HIST.

Ensures strategic leadership, management and coordination of UNDP’s procurement and supply management function, focusing on achievement of the following results:

• Develops and/or enhances business processes, internal Standard Operating Procedures (SOPs) and workflows related to procurement and supply management within the PMU, focusing on client orientation and internal controls;
• Leads on the development and implementation of the PMU’s procurement strategy and workplan for the GF-approved Health Products Action Plan (HPAP) including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, management of the contract and contractor, legal considerations, and payment conditions;
• Leads on the development of procurement related documents, including tender documents, contracts, guidelines, and instructions;
• Oversees adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations;
• Leads on the monitoring of procurement and supply chain for health products; reviews underperformance; addresses bottlenecks and enforces accountability for the timely implementation of corrective actions to ensure uninterrupted supply of health products;
• Supports the Programme Coordinator on the contracting of Sub-recipients, including amendments to Sub-recipient agreements, in liaison with programme and finance teams;
• Leads on the timely preparation and implementation of quality procurement and supply chain management documents and reports required by the donor or UNDP, including HPAP;
• Supports the Programme Coordinator in the negotiation of timely reprogramming requests and identification of cost savings;
• Manages the PMU’s PSM team, ensuring that UNDP is resourced to deliver on its commitments; fostering diversity, equity, and inclusion; building the technical, managerial and leadership capacity of staff for the promotion of organizational excellence; and
• Ensures strong collaboration with GF/HIST and Regional Procurement Advisors, towards efficient and compliant procurement and supply chain management activities.

Ensures proactive oversight and a robust risk management approach to procurement, focusing on the achievement of the following results:

• Ensures full compliance of procurement activities with UNDP rules, regulations, policies, and strategies;
• Elaborates and implements an internal control system which ensures efficient and compliant management of Purchase Orders (PO), including all stages from issuance to closure;
• Ensures timely corrective actions on POs with budget check errors and other issues;
• Develops and ensures the implementation of the UNDP Quality Assurance Plan, including quality control activities, in consultation with UNDP’s Quality Assurance Advisor (GF/HIST);
• Supports the Programme Coordinator in the development of risk mitigation and management plan and the timely updating of corporate risk logs;
• Elaborates and implements an internal control system which ensures efficient and compliant contract management processes for Sub-recipients and other contractors and
• Supports the Programme Coordinator in the preparation of audits in the area of procurement and supply management and contributes to UNDP’s implementation of audit recommendations in the area of PSM.

Build and sustain UNDP’s strategic partnerships on PSM, focusing on achievement of the following results:

• Provides strategic and technical advice to the National Quantification Committees and processes.
• Provides strategic policy and technical advice to national and provincial stakeholders and implementing partners at all stages of the PSM cycle and to the last mile; 
• Leads on fostering quantification and procurement planning processes at provincial level;
• Ensures strong working relationships with UNDP stakeholders involved in the area of PSM including WHO, PEPFAR, USAID and the World Bank; maximise available expertise and funding sources; prevent duplication;
• Collaborates with national and provincial stakeholders, NGO Sub-Recipients and other PSM partners on supply planning and quantification processes for health products, stock and consumption monitoring and all other aspects related to supply chain management; and
• At the request of the Programme Coordinator, participates in meetings and technical committees of the Country Coordinating Mechanism (CCM), Ministry of Health, donors and technical partners on PSM-related issues.

Contributes to knowledge management and systems strengthening activities in PSM, focusing on achievement of the following results:

• Contributes to information sharing activities with the Global Fund (including Local Fund Agent), the Country Co-ordination Mechanism, the Ministry of Health, other national and provincial stakeholders, Sub-recipients, and Sub-sub-Recipients, NGOs, other CSOs, communities, technical partners, and UN entities:
• Identifies opportunities for documentation and communication on PSM-related activities; supports the development of communications products (print, video) highlighting key programme achievements, best practices, and lessons learned under the GF sub-national approach;
• Identifies and support national and provincial level capacity development needs in the areas of pharmaceutical management, logistics information management systems, sustainable storage and distribution systems and services for health products; ensures access to appropriate tools and resources in coordination with other donor initiatives;
• Actively participates in UNDP communities of practice and other relevant external networks to gather and disseminate lessons learned on PSM; and
• Co-represents UNDP in relevant technical meetings, working groups at country, regional and global level.

Supervisory/Managerial Responsibilities:

The Senior PSM Specialist will lead, coordinate and manage the PSM Team within the Global Fund PMU.

QUALIFICATIONS

Education:

• Master’s degree in Public Health, Pharmacy, Procurement, Supply Management, Business Administration, or related field.
• Certification in procurement, such as CIPS, is an asset.
• Bachelor degree in Pharmacy is an asset.

Experience, Knowledge, and Skills:

• Seven years of progressive relevant professional experience in procurement and supply chain management of health products.
• Knowledge and experience of Global Fund’s rules and policies in the area of procurement and supply chain management of health products is an asset.
• Demonstrated experience of UN or UNDP procurement policies and procedures is an asset.
• Demonstrated experience working with an international organization in the area of procurement and supply chain management of health products is an asset.
• Work experience in supply chain management in Africa is an asset. 
• Demonstrated experience in quality assurance of health products is an asset.
• Demonstrated experience in building capacity of national entities in the area of Procurement Supply Management of health products is an asset.
• Fluency in English both oral and written.
• Fluency in Portuguese or Spanish is an asset.

COMPETENCIES

Core Competencies:

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

People Management Competencies:

• UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical Competencies:

Business Direction and Strategy: Negotiation and Influence

• Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create ‘win-win’ situations

Business management: Risk Management

• Ability to identify and organise action around mitigating and proactively managing risks

Business development: Knowledge Facilitation

• Ability to animate individuals and communities of contributors to participate and share, particularly externally

Procurement: Procurement management

• The ability to acquire goods, services or works from an outside external source

Procurement: Sourcing

• Ability to find, evaluate and engage suppliers of goods and services

Procurement: Supplier / Relationship Management

• Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Health: HIV/AIDs

• Knowledge of access to treatment and services policy and principles and strategic and/or practical situations for procurement of health commodities, particularly pharmaceuticals for communicable diseases

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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