Procurement & Supply Mgmt Spec – UNDP

By osama elsheikh Last updated Jun 25, 2021

Job Description

Organization	United Nations Development Programme
Agency	UNDP
Title	Procurement & Supply Mgmt Spec
Job ID	38208
Practice Area – Job Family	Management
Vacancy End Date	08/07/2021 (Midnight New York, USA)
Duty Station	Khartoum, Sudan
Education & Work Experience	I-Master’s Level Degree – 7 year(s) experience
Languages	Required: Arabic, English
Grade	P4
Vacancy Type	FTA International
Posting Type	Common System
Bureau	Management
Contract Duration	1 Year with possibility for extension

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. 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 Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance and supports the results of UNDP’s 2018-2021 Strategic Plan, focusing on seven outcomes including, strengthening institutions to progressively deliver universal access to basic services (Outcome 3). The HIV, Health and Development Group (HHD Group), within BPPS, is helping to contribute towards this outcome. The HIV, Health and Development Strategy 2016-2021: ‘Connecting the Dots’ elaborates UNDP’s work on HIV and health in the context of the 2030 Agenda for Sustainable Development. UNDP’s partnership with The Global Fund, makes a vital contribution to UNDP’s Strategic Plan, the 2030 Agenda for Sustainable Development, the SDGs and the pledge to leave no one behind.

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 of The Global Fund (GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. 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 HHD 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.

As the interim Principal Recipient for the Sudan GF programmes to be implemented from 1 January 2021 to 31 December 2023, UNDP is responsible for the financial and programmatic management and the procurement of health products for the Global Fund HIV,TB and Malaria grants to Sudan (the ‘Grants’) in coordination with the Federal Ministry of Health, national and technical partners for the achievement of programme results and the effective use of grant resources.

In order to provide strategic planning, programmatic and operational management and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established. Under the overall supervision of the Programme Manager , the Procurement and Supply Management Specialist will be responsible for leading a team, to achieve a high level of procurement and supply chain performance, coordinating and building strategic partnerships, providing policy and strategic technical guidance and engaging with partners to strengthen national systems and health institutions in the context of procurement and supply chain management for health products. This will be done in accordance with UNDP rules, policies and procedures, GF grant agreements and corporate agreements with the GF, working in close coordination with national stakeholders, implementing partners, the GF (including Local Fund Agent), technical partners, UN entities, the GF/HIST and other UNDP units and programmes. The Procurement and Supply Management Specialist will promote a collaborative, client-oriented approach, ensuring integration across functional areas within the PMU and support to the integration of capacity building activities.

Duties and Responsibilities

1- Ensures strategic leadership, programme planning and effective management and oversight of Global Fund programmes in the context of procurement and supply chain management for health products, focusing on achievement of the following results:

Leads on the strategic planning, oversight and management of the procurement and supply chain management for health products in compliance with UNDP’s rules, policies and procedures, the grant agreements and corporate agreements with the Global Fund ensuring integration across functional areas;
Conceptualize and implement a client-orientated procurement management system including tender processing and evaluation, e-procurement, contractor appraisal, evaluation and negotiation of offers, contract and contractor management, legal considerations and payment conditions and, risk assessment;
Leads on the coordination, management, supervision and oversight of the procurement team to achieve programme goals, ensuring GF procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures, control of the workflows with the procurement team and harmonization of the workflows in the PMU and the Country Office;
Leads substantive monitoring of procurement and supply chain management for health products and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective action(s) to ensure consistent supply of health products and expiries with international standards;
In coordination with the Programme Manager, develops and maintains a procurement team to ensure UNDP is resourced to deliver its commitments, fostering diversity, equity and inclusion and builds the technical, management and leadership capacity of staff for promotion of organizational excellence; and
Ensures strong collaboration with UNDP regional and headquarters, Bureau of Management Services, and the GF/HIST (including the Quality Assurance Advisor) in the context of procurement and supply chain management for health products for the programmes.

2- Ensures proactive procurement and health product management and oversight and controls are met and proactively performs risk assessments focusing on achievement of the following results:

Leads on the timely preparation and implementation of quality procurement and supply chain management documents and reports required by the donor, including procurement and supply management plans, quality control plans and supports the Programme Coordinator in the negotiation of grant agreements and timely reprogramming requests and identification of cost savings;
Ensures full compliance of procurement and health product (including quality control, insurance) management activities in line with UNDP’s rules, policies, procedures, and ensures SOPs are followed and validated by internal reviews;
Ensures proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation and review and certification of submissions to the Contracts, Assets and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
Oversees logistical aspects of procurement, including selection of the most appropriate mode of transport, definition of appropriate incoterms, preparation of documentation to ensure a fast clearance process on arrival in country, insurance reporting obligations are met and communication with the freight forwarder agent;
Manages Atlas tools, including creation of vendors, creation of POs, receipts of supplies and payments to suppliers;
Leads on performing risk-based assessments, to manage UNDP procurement activities to continued access to needed products and services and prevent stock outs or expired health products and develops and implements risk management matrix/plan with the procurement team and other PMU staff and implementing partners and ensures adequate oversight and support is provided, with timely incident reporting;
Supervises and oversees adherence to contractual agreements, recommend amendments and contract extension, evaluate and record supplier performance and advise concerned parties with respect to contractual rights/obligations, including Service Providers and Sub-recipients (SR) and contribute to capacity assessment and submissions of value of money; and
In coordination with Programme Manager, leads on addressing audits and investigations in the context of procurement and supply chain management and ensures timely follow up on management actions.

3- Ensures creation of strategic partnerships and resource mobilization efforts focusing on achievement of the following results:

Leads on the coordination, building strategic partnerships and maintains strong working relationships with the Federal Ministry of Health, programme implementers, national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products;
Supports the national procurement planning processes (including quantification) for the programmes based on evidence gained during implementation of the programmes;
Maintains close co-ordination between the programmes and other health and development initiatives in the country, to promote partnership building and avoid duplication of procurement and supply chain management of health products activities and to exchange critical and technical information and resolve implementation issues;
Leads on the engagement with the Global Fund PSM Specialist and develops a strong professional relationship based upon mutual trust and respect and supports during missions; and
Leads on developing funding requests to complement UNDP’s PR role with other health and development activities and the development of project documents and initiation of the programmes in the context of procurement and supply chain management of health products, including logistical management information systems, waste management etc

4- Ensures provision of strategic policy advice and technical guidance in the context of procurement and supply chain management focusing on achievement of the following results:

Ensures harmonization and integration of the procurement and supply chain management into the national strategic documents on disease programmes and other donor initiatives;
Provides strategic policy and technical advice to the national stakeholders, implementing partners and in procurement and chain management at all stages of the procurement cycle and to the last mile and make adjustments as necessary;
Participates in meetings and technical committees of the Country Coordinating Mechanism (CCM), national disease programmes, coordinating mechanism, as required; and
Coordinates planned studies and programme review(s) with the national programmes, in collaboration with the implementing partners, CCM, financial and technical partners, UN entities, and the GF.

5- Ensures sustainable PSM related system strengthening activities, including logistic information system, sustainable storage and distribution systems and services for health products guidance and capacity building and facilitation of knowledge building and sharing focusing on achievement of the following results:

Engages with the Federal Ministry of Health, SR, implementing partners, UN entities, financial and technical partners to strengthen national systems and health institutions, in the area of procurement and supply chain management, including logistic information system, sustainable procurement storage, distribution and waste management systems and services for health products, developing, monitoring and amending improvement plans;
Leads on the engagement with national partners and oversees the development of capacity development strategies to support national entities in the area of procurement and supply chain management, including logistic information system, sustainable storage and distribution systems and services for health products and ensuring access to appropriate tools and resources ensuring coordination with other donor initiatives;
Supports capacity assessment and development of core functions of Federal Ministry of Health, DCD, NMSF and other national counterparts as part of wider capacity development plans to strengthen procurement and supply chain activities;
Ensures Sub-recipients are well advised on procurement issues throughout the grant life cycle to ensure procurement plans are adequately scheduled, budgeted and comply with contracts and is in line with UNDP rules, policies and procedures;
Identifies and supports development of communications (print, video) highlighting key programme achievements, best practices, and lessons learnt and contributes to information sharing with the Federal Ministry of Health, SR implementing partners, UN entities, financial and technical partners, the GF and the CCM; and
Actively participates in UNDP and other relevant external networks to promote the programmes and UNDP’s health and development work (e.g., conferences, community of practice, Yammer) and represents UNDP in relevant technical meetings, working groups at country, regional and global level and gathers lessons learnt to apply to the programmes in the area of procurement and supply chain management.

Any other duty assigned by the Programme Coordinator.

Competencies

Core

Innovation

Ability to make new and useful ideas work

Level 5: Creates new and relevant ideas and leads others to implement them

Leadership

Ability to persuade others to follow

Level 5: Plans and acts transparently, actively works to remove barriers.

People Management

Ability to improve performance and satisfaction;

Level 5: Models high professional standards and motivates excellence in others.

Communication

Ability to listen, adapt, persuade and transform;

Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others.

Delivery

Ability to get things done;

Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions.

Technical/Functional

Primary

Strategic Sourcing of medicines and medical products

Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations of the sourcing of medicines and medical products;