Background

From 2004 to 2012 UNDP Belarus implemented HIV grants of the Global Fund - the Round 8 and Round 3 RCC. The two grants were recently consolidated into SSF HIV grant that was approved by the Global Fund for implementation in Belarus for the period of 2013-2015. Implementation of the SSF HIV grant started in January 2013. The grant is aimed at further development and strengthening national response to HIV epidemic. The grant is set to underpin the ongoing State HIV Prevention Program 2011 – 2014.The overall goal of the HIV grant is to maintain the concentrated phase of the epidemic in Belarus and to reduce AIDS mortality. The grant envisages to expand the coverage of the main vulnerable groups (IDUs, FSWs, MSM, prisoners, women and youth) and to improve the quality of services through capacity building of the non-government organizations (NGOs) servicing the beneficiaries. Further, the grant aims to expand the coverage of people with anti-retroviral (ARV) treatment, to improve laboratory diagnosis and training of healthcare staff, to enhance the quality of care and support.

UNDP Belarus Project “STOP-TB Strategy Implementation in the Republic of Belarus in particular aimed at fighting Multidrug Resistant Tuberculosis (MDR-TB)” funded by the Global Fund assists the Government of Belarus in reducing the burden of tuberculosis in the country. The project implementation period is 2011 – 2015. The main goal of the project is to enhance efficiency of measures to reduce and prevent further spread of tuberculosis infection in Belarus. The project aims at increasing access to quality MDR-TB diagnostics and treatment as well as reducing TB prevalence in Belarus by enhancing measures to fight MDR-TB, and reducing incidence and mortality rate from tuberculosis.

Being a Principal Recipient, UNDP is responsible for the financial and programmatic management of the GFATM grant as well as for the overall monitoring of the programme and supervision of the procurement of health and non-health products. In all areas of implementation, it provides capacity development services to sub-recipients and implementing partners.

Duties and Responsibilities

The UNDP Purchasing/Contracting Specialist will be responsible for the whole procurement cycle of goods and services. This will include identification and correction of existing needs, market research, conducting of all necessary UNDP procurement procedures, and appropriate selection of vendor, organization of delivery, customs clearance and storage of goods. The Purchasing/Contracting Specialist will ensure uninterrupted supply of goods and services in accordance with the timelines set in the Procurement Action Plans and Procurement and Supply Management Plans. The Purchasing/Contracting Specialist promotes a client-focused, quality and results-oriented approach in the project.

The Purchasing/Contracting Specialist works in close collaboration with other project staff, operations and programme staff in the CO for resolving complex logistics and procurement issues and information exchange. The initial assignment is for 12 months subject to further extension based on annual performance evaluation.

The incumbent will be based in Minsk, Belarus. He/she will work under direct supervision of the GIU Head of Procurement and Logistics Unit and will be responsible for organization of procurement and logistics services under the procurement contracts signed within the grants in compliance with UNDP rules and procedures. He/she will liaise with a variety of parties, including supplying companies, customs agents, transportation companies, Ministry of Health, Ministry of Trade, and Ministry of Economics.

Responsibilities:

  • Conducting of procurement exercises assigned by Head of Procurement and Logistics Unit, continuous monitoring and preparation of reports on procurement progress as required;
  • Conducting quality research of local and international markets for goods and services required for project needs, including verification of products availability, price analysis and search for potential vendors;
  • Organization, when required, work of independent experts on developing detailed specifications of products, equipment and services in line with the UNDP rules and procedures;
  • Review of technical specifications and terms of reference received from the national partner organizations, programme staff of GIU, for their compliance with the UNDP procurement principles, rules and procedures and their adjustment as necessary;
  • Organization of procurement processes including drafting of tendering and solicitation documents, conducting tendering processes (RFQs, ITBs, RFPs in accordance to UNDP rules and procedures) so that tender announcements are circulated as widely as possible among the potential suppliers, facilitating the flow of information during the tender by clarifying requests from tender participants and requesting additional information from them if necessary;
  • Participation in opening of quotations, bids or proposals, organization of their technical evaluation, including coordination of technical committee meetings and preparation of minutes/protocols thereof, conducting financial evaluations of the technically responsive offers;
  • Submission of procurement cases and recommendations for contract award to the UNDP country office, drafting contracts in accordance with the UNDP model contracts and relevant rules and procedures;
  • Preparation of a complete and quality set of documents for procurement cases that are subject to review by the Contracts, Asset and Procurement Committee (CAP) of the UNDP CO or of RACP for such a review;
  • Creation requisitions and receipts in Atlas (the UNDP web-based management system), generation of procurement reports;
  • Maintaining contacts with suppliers to ensure compliance with contract terms, performance security, shipping terms and insurance, and obtaining shipping documentation and other documents necessary for customs clearance of project cargoes in the Republic of Belarus;
  • Maintaining on-going contacts with all parties involved – UN Office, local customs authorities, final users of shipment, shipping companies, carrier agents – in order to keep up-to-date information on shipment forwarded/arrived and to ensure completeness and correctness of shipping documentation;
  • Ensuring physical receipt of goods and services in proper conditions and quantity; check of shelf life of goods in the process of receipt (if applicable);
  • Participating in storage and distribution arrangements: assistance in preparation of distribution plans, delivery-acceptance certifications, supervision of all stage of distribution process;
  • Participating in transfer of goods to Sub-recipients via customs office on behalf of UNDP, collecting and preparation of documents for such transfer;
  • Initiating and drafting letters (both in English and Russian) required for obtaining permits from the Ministry of Health, Ministry of Economics, State Department of Expertise;
  • Monitoring the quality, quantity, cost and efficiency of the movement and storage of goods;
  • Providing all kinds of support, including consultations, drafting correspondence, contact with external entities, related to customs clearance of shipments addressed to local counterparts;
  • Processing necessary insurance obtaining for goods storage and transportation in the office and at warehouses;
  • Keeping inventory records of all procured goods in accordance with the UNDP rules and procedures;
  • Conducting regular monitoring visits to Sub-recipients in order to check proper use and working conditions of assets transferred by UNDP; monitoring of procurement cases conducted by Sub-Recipients to ensure their compliance with UNDP procurement rules and policies;
  • Continuous learning, on-time courses undertaking, self-learning on IPSAS and UNDP procurement guidelines;
  • Updating price and quality reporting system upon the shipment of goods completion;
  • Maintaining procurement monitoring tables and reports of the procurement progress as requested;
  • Performing of other tasks as assigned by the Head of Procurement and Logistics Unit.

Competencies

  • Advanced knowledge in procument and logistics;
  • Operational effectiveness;
  • Communication;
  • Acting as team player and facilitating team work.

 

 
 

Required Skills and Experience

  • University degree with specialization in procurement, logistics, marketing with specialized training in procurement and/or logistics. University Degree in technical or humanitarian fields combined with practical procurement experience and relevant on-the-job trainings would also be acceptable;
  • At least 2 years of progressively responsible procurement/ logistics experience is required;
  • Proficiency in Russian and English is required.