Procurement and Supplies Management (PSM) Manager (NPSA11)

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.

UNDP has continued to partner with the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria in responding to and accelerating progress towards ending the three epidemics. In Zimbabwe, UNDP is the Principal Recipient (PR) of the Implementation Period 3 (IP3) for the HIV grant and is also providing Support Services (Fund Administration) tothe Ministry of Health and Child Care (MoHCC) as the continuing PR for the TB and Malaria grants. UNDP- GF partnership under the IP3 cycle (2021-2023) aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan, 2021-2025,

In fulfilling the continued role of Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient program management, monitoring and service delivery. UNDP’s management role consists of implementing grants, ensuring financial accountability, training of national and international counterparts on program management and financial accountability, the strengthening of the national pharmaceutical and laboratory supply chain systems, including installation of solar systems at health facilities under the Solar for Health initiative.

For effective implementation of the Global Fund program, UNDP Zimbabwe has established a 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 the day-today overall programme management, financial accountability, procurement, and Monitoring and Evaluation.

The procurement and supply chain component represents a major portion of expenditure of the GF Programme. Under the direct supervision of the PSM Specialist, and the overall guidance of Operations Manager, the PSM Manager is responsible for the day to day management and supervision of the PSM team. The PSM Manager works in close collaboration with the programme, Finance and Administrative units of the PMU.
Duties and Responsibilities

1. Lead a team of Procurement Associates to ensure effective and timely supply planning, and effective management and oversight of procurement activities for health and non health products, focusing on achievement of the following results:

Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies and Global Fund procurement process requirements, including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
Implements strategic procurement for GF grants, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, in close collaboration with the Procurement Support Office in Copenhagen and GF/HIST;
Participates actively in the national Forecasting and Quantification committees to ensure adequate forecasting and quantification and agile procurement and supply planning of needed products to address program objectives, prevent stock outs and overstocks situation according the latest programmatic data, implementation of transition plan for treatment regimen and/or diagnostic algorithms;
Provides researched information for formulation and implementation of contract strategy, including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
Ensures timely payment of vendors as per contract by maintaining strong coordination between PSM team, programme and finance teams;
Ensures timely and proper preparation of procurement plans for the GF grants and establishment of adequate deadlines;
Develops and maintains as system of continuous communication on status of ongoing procurements with programme units and partners, providing regular updates on delivery status;
Establishes and implements proper monitoring and tracking system and control of procurement and logistics processes including organization of tender documents, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
Presents submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
Ensures proper preparation, approval and dispatching of Purchase Orders (PO) in ATLAS. Ensuring timely corrective actions on POs with budget check errors;
Supports the development of a strategy for appropriate integration of UNDP-the GF procurement activities with those of other agencies (including WHO, UNICEF, etc.), and towards strengthening Governmental /Ministry of Health capacity and provides support and guidance to all stakeholders in procurement at all stages of the procurement cycle, where appropriate.

2. Ensures proactive oversight and controls over procurement and in-country health product management and manages supply chain risks , focusing on achievement of the following results:

Performs monthly analysis of the national stock situation and pipelines for key products. Reconcile all stock inventory, stock status and stock on hand reports shared by partners (NatPharm/MOHCC) and share review report with PSM Specialist detailing next steps and corrective measures for informed decision as needed;
Identifies and monitors the supply planning risks, corrective measures and their implementation;
In coordination with the PSM Specialist and other PMU unit colleagues, contributes to performing risk assessments, develops and implements risk management matrix/plan in the areas of programme, and ensures adequate oversight and support is provided, with timely incident reporting; and
In coordination with PSM Specialist supports programme audits and investigations related to procurement and supply chain management including quality assurance activities and in coordination with the Regional Bureau, Office of Audit and Investigations, GF/HIST, ensures timely follow up on management actions.

3. Leads the successful implementation of the Quality Assurance Plan for health products in collaboration with national stakeholders, the national regulatory authorities, and the central medical stores, focusing on achievement of the following results:

Facilitates the development, the operationalization the implementation and the monitoring of the QA plan by the national QA Task Force, according to the Global Fund and UNDP QA policies for health products;
Ensures timely update of the online Global Fund Price and Quality Reporting (PQR) and shares the update on monthly base with PSM Specialist;
Supports the development, the implementation and the maintenance of SOPs for QA and QC activities;
Ensures timely reports on QC activities to the UNDP HIST and the Global Fund;
Monitors, reviews and supports the QA and QC implementation plans and results of QC testing and ensures proper documentation; and
Manages quality issues throughout the in-country supply chain for GF funded products in collaboration with the regulatory authorities and according to established SOPs; and
Supports audits of QA and QC activities.

4. Supports capacity building initiatives, focusing on the achievement of the following results:

Supports the PSM Specialist coordinate with other UN agencies, government agencies, NGOs, CSOs and other organizations on PSM interventions to strengthen policies and procedures and health systems;
Supports development and implementation of capacity development and transition plans and mechanisms;
Engages in the national strategic planning processes; and
Ensure a collaborative coordination between the different grant sections as well as M&E, including implementing harmonized approaches with respect to the PSM.

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

Participates and promote the organization of events, forums etc. on PSM in order to fortify the different national structures;
Synthesis of lessons learnt and best practices in PSM;
Maintains electronic and hardcopy files and records to ensure proper documentation;
Maintains up to date procurement tracking tool and report to PSM Specialist as and when needed;
Identifies and supports development of communications (print, video) highlighting key programme achievements, best practices, and lessons learnt and contributes to information sharing;
Actively participates in UNDP and other relevant external networks and represents UNDP in relevant technical meetings, working groups at country level;
Any other tasks assigned by the Head of PSM Unit.

Institutional Arrangement

Under the overall guidance and oversight of the Head of the PSM Unit, the PSM Manager is responsible for the supervision of the team of Procurement Associates and will be managing the procurement of health products and the Quality Assurance (QA) activities. S/He will work closely with national stakeholders to coordinate procurement of quality assured health products. This will be done in accordance with UNDP rules, policies and procedures, the grant agreements, fund administration agreements and corporate agreements with the GF, and working in partnership with national stakeholders, and close coordination with the GF (including Local Fund Agent), Country Coordinating Mechanism (CCM), technical partners and UN entities, the GF/HIST and other UNDP business units and programmes. The Procurement and Supplies Management (PSM) Manager deputizes for the Head of the PSM Unit.
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

Motivate and Direct
Build an Enabling
Workplace Build Capability

Cross & Functional Competencies

Business Direction & Strategy

Entrepreneurial Thinking: Ability to create clarity around UNDP value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate

Procurement

Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Business Management

Partnerships management: Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Required Skills and Experience
Education:

Master’s degree in Pharmacy, Public Health, Procurement & Supply Chain, Logistics, or any development related field.
Bachelor’s degree in related field with additional 2 years of relevant experience will be given due consideration in lieu of the Master’s degree.

Experience:

Minimum of 7 years with Master’s degree or 9 years with Bachelor’s degree of progressive relevant professional experience, which includes at least 3 years of experience in the management of pharmaceutical and medical procurement;
Demonstrated experience in the management of people and systems in high-pressure environments;
Demonstrated experience working with national disease programmes;
Experience of UN or UNDP procurement policies and procedures is an asset;
Knowledge and experience in working with the Global Fund in the area of procurement and supply chain management of health;
Proven skills and competencies in project managing optimization, strengthening pharmaceutical supply chain systems;
Demonstrated experience in working with people of different national and cultural backgrounds;
Previous work experience in the UN/NGO environment is an added advantage;
Basic knowledge and experience of other supply/ logistics software packages.

Language

Fluency in written and spoken English.
Basic working knowledge in both Shona and Ndebele would be an advantage.

Professional Certificate.

Diploma level certification in Procurement and/or Logistics, CIPS 3 or equivalent.