UNDP Jobs - 52352- GFATM Procurement Assistant (Open to Nationals of

GFATM Procurement Assistant (Open to Nationals of Zimbabwe Only)

Location :

Harare, ZIMBABWE

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

01-Jan-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year

Languages Required :

English

Expected Duration of Assignment :

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.

Background

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.

Procurement represents a major portion of expenditure of the GFATM Programme. The PSM Assistant will play an important part in the programme’s vendor management system where he/she will assist the PSM Manager in identifying and assessing potential and relevant service providers through a competitive process.

Under the overall guidance of PSM Manager, the PSM Assistant will support UNDP in conducting oversight on local procurements and non-health procurement carried out by the Ministry of Health and Child Care in its role as Principal Recipient of the Global Fund TB and Malaria grants. The PSM Assistant is responsible for the day to day transactional procurement activities of the team. The PSM Assistant will work in a collaborative, client-focused, quality and results-oriented manner in the team. The PSM Assistant works in close collaboration with the Global Fund TB and Malaria programmes and other operations staff within the PMU of the Global Fund Unit and the Project Coordination Unit (PCU) at the Ministry of Health and Child Care.

Duties and Responsibilities

Ensures implementation of operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

Supports procurement processes for CO, PSM and PCU by focusing on achievement of the following results:

Provision of inputs to preparation of procurement plans for the GF grants e and the PCU;
Support the PCU in the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
Support the PCU in the adjudication of bids and tenders in the capacity of an ex-officio.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

Support the PCU at MoHCC in updating suppliers’ rosters;
Support the PCU in development of Commercial long term Agreements.

Ensures proper control of GF programme Assets focusing on achievement of the following result:

Preparation of inventory reports on Assets procured by MoHCC under the TB and Malaria grants;
Support Inventory and physical verification check-up on GF grant assets.

Ensures provision of logistical services focusing on achievement of the following results:

Support the PMU in the coordination of shipping documents and preparation of Duty Free Clearance and receipting goods at the contracted warehouses.

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

Participation in the trainings for the operations/ projects staff on Procurement;
Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Building Strategic Partnerships:

Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

Basic research and analysis

Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

Data gathering and implementation of management systems

Uses information/databases/other management systems.

Client Orientation:

Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines.

Promoting Accountability and Results-Based Management:

Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required Skills and Experience

Education:

Secondary Education with specialized training in procurement;
University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

5 years of relevant administrative experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

Language:

Fluency in the UN and national language of the duty station.

Application procedure:

Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website: http://www.sas.undp.org/Documents/P11_Personal_history_form.doc.