Procurement Associate

•                 UNDP supports the implementation of GF programmes on an interim basis in countries facing significant capacity constraints, complex emergencies, donor sanctions, or other difficult circumstances.

•                 Develops national capacity and strengthens national systems to gradually reduce the need for UNDP implementation support and to transfer the role of Principal Recipient to national entities when circumstances permit.

•                 And transforms national responses to the 3 diseases by providing policy and technical support in areas of UNDP expertise and mandate, such as human rights and gender equality, sustainable financing and environmental sustainability, and reaching key populations at higher risk.

In South Sudan, UNDP has been the Principal Recipient (PR) of the GF grants on behalf of the Government of South Sudan since 2004. Since then, working in partnership with the Ministry of Health, UNDP has been managing the Global Fund HIV, TB and Health Systems Strengthening grants in South Sudan, and as well as the Covid-19 Response Mechanism (C19RM). The grants are aimed at providing TB and HIV services, strengthening the country’s overall health system, and mitigating the impact of Covid-19 on the programme.

For effective implementation of the Global Fund program, UNDP South Sudan has established a seasoned Program Management Unit (PMU) that coordinates the implementation of the grants and also provides general guidance of Global Fund and UNDP policies and procedures to all Sub Recipients participating in the implementation of the projects. The PMU is responsible for overall programme management, financial accountability, procurement of goods & services as well as Monitoring and Evaluation. The PMU is seeking Procurement Associate

1. Ensures organization of logistical services focusing on achievement of the following results:

• Performs any other roles as may be prescribed by the supervisor and the Project Manager.
• Supports in managing all logistics operations required to ensure delivery of goods and services.
• Supports on logistic management for health supplies e.g. green light procedure, shipping documents, packaging requirements, temperature requirement, delivery requirement, handling of goods, loading/offloading etc.
• Supports in establishing and implementing supply chain optimization projects.
• Monitors and tracks of all shipments with regular follow-ups with the freight forwarders and suppliers on timeliness of delivery.
• Advises the supervisor about any delays and possible deviations from the logistic plan and advise on possible corrective action.
• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

1. Ensures effective and efficient custom clearance, shipment and delivery of goods to beneficiaries, focusing on the achievement of the following results:

• Organization of shipment, customs clearance for imported health commodities, preparation and processing of necessary documentation, monitors and follows up to ensure timely and efficient clearing provision of services.
• Facilitates processing of shipment and customs clearance documentation in liaison with Ministry of Foreign Affairs, Custom, clearing agents, Ministry of Finance and Economic develop, etc.  Liaises with suppliers to ensure documentation is available (AWBs etc) for smooth processing.
• Coordinates with contractors regarding the supply of goods and services as necessary. Collects all original (scanned copies) shipping documentation (AWB, invoices etc) from suppliers / contractors to enable shipment and customs clearance for imported health products in a timely manner.
• Ensures that copies of all shipping documentation (AWB’s), Supplier / Contractor Invoices and Purchase Orders are provided to UNDP/GF prior to the arrival of goods to help coordinate the delivery and receipt of the goods by the Warehouse.
• Prepares requests and ensures timely payments for processing shipments and customs clearance formalities, facilitates cost-recovery for services provided and reconciliation of cash advances/payments.
• Maintains a good filing system for incoming and outgoing correspondence.

1. Administers the assets focusing on achievement of the following results:

• Assist the Asset and Admin Associate in setting up assets management procedures in the GF Project. 
• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users. 
• Tagging all furniture/equipment upon receipt from the supplier.
• Support the Asset and Admin Associate to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals. . Oversight of disposal of items and accuracy of inventory data.
• Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database. 

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

• Organization of trainings for the operations/ projects staff on Procurement
• Synthesis of lessons learnt and best practices in Procurement
• Maintaining electronic and hardcopy files and records to ensure proper documentation;
• Maintaining up to date procurement tracking tool and report to PSM Specialist as and when needed