Procurement and Supply Chain Management Analyst (NPSA9)

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Last update: 7 days ago Last update: Jan 25, 2023

Details

Deadline: Feb 7, 2023
Location: Fiji Fiji
Sectors: Logistics, Procurement Logistics, Procurement
Job type: Contract, 12 months +
Languages:
English English
Work experience: From 2 years
Date posted: Jan 25, 2023

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Description

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.

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.
As the interim Principal Recipient for the Multi-Country Western Pacific grants (Integrated HIV/TB Programme for 11 PICs and Malaria Programme in Vanuatu) from 1 January 2021 to 31 December 2023, UNDP is responsible for the financial and programmatic management and the procurement and supply of health products for the Global Fund HIV,TB, Malaria and COVID-19 Response Mechanism grants to 11 Pacific Islands Countries (Cook islands, Federated States of Micronesia, Kiribati, Nauru, Niue, Palau, Repulic of Marshall Islands, Samoa, Tonga, Tuvalu and Vanuatu) in coordination with the 30 sub-recipients comprising of 11 Countries Ministry of Health, Civil Services Organistaions national and technical partners for the achievement of programme results and the effective use of grant resources.
For the implementation of the Multi-Country Programmes, the UNDP Pacific Centre in Fiji established a Programme Management Unit (PMU) based in Suva to coordinate and oversee the implementation and to ensure compliance with the Global Fund and UNDP rules, policies and procedures. The PMU coordinates with the PIRM CCM, PICs Governments and CSOs as well as with regional partners, the Global Fund and other key stakeholders in the health and development sector (bi-laterals, private sector) and technical assistance providers.
Under the overall supervision of the Programme Manager , the Procurement and Supply Management Analyst will be responsible for leading the PSM 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 within the three grants – HIV/TB Integrated Programme in 11 Pacific Islands Countries, Malaria Programme in Vanuatu and Covid-19 Response Mechanism for 11 Pacific Island Countries.
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 the PMU and Operations team at the UNDP Pacific Office in Fiji, PMU staff in Vanuatu and Samoa as well as 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
The Procurement and Supply Management Analyst will report to the Programme Manager
The Procurement and Supply Management Analyst will work in close collaboration with the PMU and Operations team at the UNDP Pacific Office in Fiji, PMU staff in Vanuatu and Samoa as well as national stakeholders, implementing partners, the GF (including Local Fund Agent), technical partners, UN entities, the GF/HIST and other UNDP units and programmes.
The scope of work of the Procurement and Supply Management Analyst is outlined below:
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 in compliance with UNDP’s rules, policies and procedures, the grant agreements and corporate agreements with the Global Fund ensuring integration across functional areas;
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 substantive monitoring of procurement and supply chain management 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;

Ensures proactive procurement 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
Ensures full compliance of procurement and 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, expenditure tracking, 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 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.

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 11 countries Ministry of Health, Civil Service Organisations, programme implementers, national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products;
Technically 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 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, including logistical management information systems, waste management etc.
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:
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

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

Engages with the 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, 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 and ensuring access to appropriate tools and resources ensuring coordination with other donor initiatives;
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 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.

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

Provides training and guidance to the PMU team and develops work plans and priorities, monitors achievements and evaluates performance of staff.
Ensures knowledge sharing among the staff and initiating relevant trainings.
Develops and implements capacity development exercises in the areas of procurement and supply chain management.
Manages assets under GF Programmes in compliance with the UNDP Asset Management Rules and Regulations including but not limited to recording, coordinating and reconciling asset inventory including physical verification of asset on sites, asset transfer, disposal, write-off and synchronization of Asset Inventory and ATLAS.
Maintains electronic and hardcopy files and records to ensure proper accountability.

Any other duty assigned by the Programme Manager
Competencies
Core

Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-functional & Technical competencies

Business Management

Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs; Provide inputs to the development of customer service strategy; Look for ways to add value beyond clients' immediate requests Ability to anticipate client's upcoming needs and concerns.

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, negotiates mutually acceptable solutions through compromise and creates situations.

Operations: Administration, Finance, HR, Procurement, IT and Security

Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

2030 Agenda: Engagement & Effectiveness

Effectiveness: Project quality assurance

2030 Agenda: People

Health: Procurement services of health products

Operations: Administration, Finance, HR, Procurement, IT and Security (Procurement)

Procurement management: The ability to acquire goods, services or works from an outside external source

Required Skills and Experience
Education:

Master’s degree in Public Health, Pharmacy, Procurement, Supply Management, Business Administration,or related field OR a Bachelors degree in the related field.

Experience:

Masters with 2 years of progressive relevant experience in procurement and supply chain management including at least 1 years of international experience OR a Bachelors with 4 years of progressive relevant experience in procurement and supply chain management including at least 1 years of international experience
Demonstrated work experience in a developing country.
Demonstrated experience in developing and managing effective partnerships with governments in the area of procurement and supply chain management.
Experience in the usage of computers and office software packages and advance knowledge of web-based management system for logistical management information systems.
Knowledge and experience in working with the Global Fund in the area of procurement and supply chain management is an asset
Demonstrated experience of UN or UNDP procurement policies and procedures is an asset
Experience in liaising with procurement service partners. Demonstrated experience in building capacity of national entities in the area of procurement and supply chain management is an asset.
More than 3 years of relevant experience at the national or international level in providing programmatic management advisory services, hands on experience in design, monitoring and evaluation of development projects.

Required Language:

Fluency in English

Professional Certificates:

CIPS ( is desirable)

Travel:

The position requires extensive travel to the 11 Pacific Islands Countries for which UNDP will cover the cost of travel of the individual to and from the duty station.