GLOBAL FUND PROCUREMENT AND SUPPLIES MANAGEMENT (PSM) ASSOCIATE
|Application Deadline :||24-Aug-12|
|Type of Contract :||Service Contract|
|Post Level :||SB-3|
|Languages Required :||
|Starting Date :|
(date when the selected candidate is expected to start)
|Duration of Initial Contract :||1 Year|
|UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grants in Zimbabwe. In its role as Principle Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery.
UNDP‘s management role consists in implementing grants, ensuring financial accountability, and training of national and international counterparts on programme management and financial accountability.
The procurement and supply chain component represents a major portion of expenditure of the GFATM Programme.
Under the overall guidance of PSM Manager, the PSM Associate/Buyer is responsible for the day to day transactional PSM activities of the team using a cradle to grave approach. The PSM Associate/Buyer will work in a collaborative, client-focused, quality and results-oriented manner in the team. The PSM Associate/Buyer works in close collaboration with the programme and other operations staff within the GFATM Project Management Unit.
Duties and Responsibilities
|The PSM Associate/Buyer shall support the role of the PSM Manager in the following manner:
- Assist in gathering data and other sources for analysis to ensure timely and proper preparation of PSM Plans and its revisions; and other financial reporting i.e. cash forecasts and explanation of budget variances for the different GFATM grants
- Assist in the drafting of reports and official correspondences at a strategic level on pharmaceutical, health products, health equipment and non-health commodities in addition to related PSM services
- Assist in the any market research and data collection to keep abreast of market developments on the world commodity situation, production patterns and availability of goods and services
Supply Chain Management:
- Ensure full compliance of procurement activities in accordance with UNDP rules, regulations, policies and strategies and the Global Fund Quality Assurance Policy
- Assist to implement the activities in the PSM Plan for each grant with due diligence through the processes of supplier sourcing, supplier selection and evaluation, solicitation exercise, deliberation of offers, negotiation of offers, draft submissions for review by contract committees, award of tenders, contractor appraisal, legal considerations and payment conditions and risk assessment.
- Ensure proper preparation, approval and dispatching of Purchase Orders (PO) in ERP system. Ensuring timely corrective actions on POs with budget check errors and other problems
Perform other related duties as required:
- Ensure processes and documentations for customs clearance, storage, and distribution of pharmaceutical, health products, health equipment and non-health commodities to support public health programmes are in order
- Provides support to Asset Focal Point in the process of inventory management under GFATM Projects in compliance with the IPSAS Rules and Regulations including but not limited to the preparation of both a Stock-In note and a Stock-Out note, recording, coordinating and reconciling inventory including physical verification of inventory on sites, asset hand-over, disposal, write-off and synchronization of Asset Inventory and ATLAS
- Ensure proper recording of PSM activities including GFATM’s Price and Quality Reporting (PQR) system and Procurement Tracking Tool for reporting purposes and accountability
- Demonstrates integrity by modeling the UN values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Demonstrates capacity to plan and organize ones work effectively, including support to design, planning and implementation of projects, management of data and reporting.
- Strong analytical skills and strategic thinking, including a sound understanding of the framework of UNDP’s cooperation with the GFATM.
- Focuses on impact and results for the client and responds positively to feedback.
- Consistently approaches work with energy and a positive, constructive attitude.
- Demonstrates resourcefulness, initiative and ability to meet tight deadlines.
- Builds strong relationships with internal and external clients, including the Global Fund and the UN family of agencies.
- Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems.
- Ability to perform a variety of specialized activities related to contract and procurement management.
- Ability to provide input to business processes re-engineering.
- Remains calm, in control and good humoured even under pressure.
- Demonstrates openness to change.
- Actively works towards continuing personal learning and development.
- Promotes a knowledge sharing and learning culture in the office.
Required Skills and Experience
- Secondary Education with specialized certification in procurement and supply chain or –
- Bachelor’s degree in Arts or Science with subjects taken in Business, Economics, Public Administration, Accountancy, any development work
- Minimum of 5 years of experience in managing development projects in Zimbabwe with exposure to writing and analysing a variety of reports, working in or with open and transparent policies/procedures and
- Demonstrated experience in working with local government, churches, NGOs, donors and/or developmental partners
- Experience in working in high-pressure environment
- Sound IT skills
- English language fluency and strong writing skills required.
- Ability to interpret rules/regulations in order to draft submissions to internal review committees, performance reports and official correspondence
- Ability to effectively present information, including organizing and making presentations, and responding to questions from groups of managers, clients and suppliers
- Must possess sound financial analysis skills
- Ability to define problems, collect data, establish facts, and draw valid conclusions
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.