UNDP Jobs - 56209- Procurement and Supply Management (PSM) Specialist

Procurement and Supply Management (PSM) Specialist

Location :

Bissau, GUINEA-BISSAU

Type of Contract :

FTA International

Starting Date :

Application Deadline :

15-May-15 (Midnight New York, USA)

Post Level :

P-4

Duration of Initial Contract :

1 year (renewable).

Languages Required :

English French Portuguese

Expected Duration of Assignment :

1 year (renewable).

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 Aids, Tuberculosis and Malaria (GF) and is the UN agency assuming the role of Principal Recipient in Guinea Bissau for malaria and TB grants. In the role of Principal Recipient, UNDP is responsible for the financial and programmatic management of the grant as well as procurement of pharmaceutical, non-health items and required services. In all areas of implementation, UNDP provides capacity development services to relevant institutions, sub-recipients and implementing partners.

For the implementation of the Global Fund grants, UNDP Guinea Bissau is establishing a Program Management Unit (PMU) that will coordinate the implementation and provide general guidance on Global Fund rules and procedures to all Sub Recipients participating in the implementation of the project.

Under the overall guidance and supervision of the Project Manager, the Procurement and Supply Management Specialist will be responsible for the successful performance of the supply chain of drugs and medical products for the efficient implementation of the Global Fund grants. The PSM Specialist works in close collaboration with UNDP Procurement Officer and the Procurement Support Office in Geneva The PSM Specialist will work with national international partners on improvements of storage and distribution systems, quantifications and Logistics Information System for health products at all levels. The PSM Specialist will provide guidance and expertise on the most suitable systems for supply chain management of health products in Guinea Bissau. He/She will work in close collaboration with other members of the Procurement team in UNDP Guinea Bissau.

Duties and Responsibilities

Procurement and Supply Management:

Together with health sector specialists, validate quantification and forecasting proposed by the national authorities (Q&F for health-related products);
Develops, in coordination with other PSM TA providers, quantification tools at district, regional and national level;
Monitors and updates stocks, distribution and pipeline information;
Participates and, if needed, Ensures the technical coordination of the Quantification & Forecast working group, promotes the functioning of the same and shares information with partners;
Plans work assignments to ensure timely delivery of results and performance;
Reviews specifications and terms of reference related to the national supply chain to ensure completeness, accuracy and compliance with quality standards, in coordination with other PSM TA providers;
Supports Procurement Specialist in evaluations of tenders to ensure overall competitiveness, quality and conformity to specified requirements;
Ensures compliance with GF/UNDP procurement guidelines;
Prepares (and/or updates) and submits and executes a Quality Assurance Plan for GF health commodities in Collaboration with Procurement Support Office;
Ensures implementation of all QAP activities;
Ensures that procured health products comply with international and national standards;
Coordinates timely delivery of goods and services;
Monitors storage conditions for drugs and other health products, visits storages facilities in the region and formulates the recommendations in order to create the appropriate conditions for storage and distribution of drugs and health products;
Oversees the correctness of data in the inventory system;
Follows the level of stocks in order to avoid stock outs and overstocks;
Set appropriate controls for proper tracking of goods from transport and handling to final destination;
Ensures management of assets procured under GF grants;
Prepares and updates the PSM risk management plan and ensures its implementation;
Liaises with Global Fund and Local Fund Agent teams on PSM issues;
Preparation, in coordination with other PSM TA providers, of a guide and/or specific Standard Operational Procedures (SOPs) related to storage conditions, inventory management, distribution and data reporting of Health Products at all levels and a plan for the dissemination and implementation of such guide and/or SOPs, and for the implementation of training of health facility staff with respect to the content of such guide and/or SOPs;
Supports, in coordination with other PSM TA providers on setting up Logistics Management System;
Builds, in coordination with other PSM TA providers capacity of PSM systems in all possible aspects;
Creates PSM coordination mechanism of all partners;
Collaborates on daily basis with Central Medical Storage of Guinea Bissau (CECOME)in order to ensure appropriate systems;
Collaborates with other PSM partners for health products in the country;
Provides information and communicates with UNDP HQ (LSO/PSO) on GF and PSM related issues and provides data to the program coordinator for communication with the GF.

Financial Management:

Prepares PSM overall and annual budgets as well as specific sub programme budgets;
Monitors PSM plan annual and overall budget and expenditure;
Ensure communication with LFA and other GF entities and ensures responses and clarification;
Ensures correct and timely payment for logistics services in close collaboration with the Finance Unit.

Knowledge Management:

Identifies areas for capacity development in the area of PSM;
Disseminates best procurement and supply management practices on local level;
Customizes and develops PSM -related training material to contribute to capacity building at local level;
Shares experience/ best practices with PSO, PNLP and eventually on the procurement network;
Any other duties, as assigned by the Project Manager, CO Senior Management, or guidance by PSO.

Competencies

Corporate Competencies:

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.

Functional Competencies:

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 Global Fund;
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 humored 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

Education:

Masters degree in Business, Pharmaceutical, Economics, Public Administration or any development related field and/or a degree in procurement supply management;
Pharmaceutical and/or supply chain background is essential.

Experience:

Minimum of 7 years professional experience, which includes at least 3 years of experience in pharmaceutical supply chain management, hands on experience with proven expertise in quantification and PSM systems preferably in developing countries;
Certification on PSM online training (procurement of pharmaceuticals) an asset;
Prior procurement and supply chain experience in the frame work of Global Fund grants a further asset;
Ability to work under pressure and handle multiple concurrent activities;
Strong IT skills, knowledge of Logistics Management Information System software.

Language:

Proficiency in French and/or Portuguese and good working knowledge of English is required