UNDP Jobs - 13653- Procurement and Supplies Management (PSM) Speciali

Procurement and Supplies Management (PSM) Specialist

Location :

Harare, ZIMBABWE

Type of Contract :

FTA International

Starting Date :

Application Deadline :

10-Dec-09 (Midnight New York, USA)

Post Level :

P-4

Duration of Initial Contract :

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 and 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 Specialist will play an important part in the programme’s vendor management system where he/she will identify and assess potential and relevant service providers through a competitive process.

Under the overall guidance of Operations Specialist, the PSM Specialist is responsible for the supervision of the GFATM procurement team. The PSM Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the team. The PSM Specialist works in close collaboration with the programme and other operations staff within the PMU of the GFATM Unit and the Procurement Support Office in Copenhagen.

Duties and Responsibilities

Under the guidance and supervision of the Operations Manager, the PSM Specialist ensures the provision of effective and efficient PSM activities, with the following responsibilities:

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

Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
Ensures GFATM Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office;
Conceptualization, elaboration and implementation of contract strategy for GFATM including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
Conceptualization, elaboration and implementation of strategic procurement for GFATM including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

Ensures effective management of the monitoring and evaluation process, focusing on achieving the following results:

Ensure that project monitoring arrangements comply with GFTAM grant agreement and that the provisions of the Grant Agreement are fully observed;
Review the management information systems of the PR and Sub recipients and agree on required changes, support and resources to ensure that data quality standards are monitored and met;
Review the quality of existing data sources, the methods of collecting them and the degree to which they will provide good baseline data for mid-term and end of project evaluations. Based on this review consult partners to develop approaches to address identified gaps;
Prepare Terms of Reference (TOR) for baseline, mid-term, and end-line surveys including methodology preparation, sample selection and staff training if needed, and provide overall technical direction for the conduct of the surveys;
Provide evaluation feedback into the global fund programmes;
Follow up on implementation of evaluation recommendations. Ensure the optimal use of evaluation findings by providing guidance in preparation of timely management response to all mandatory evaluations and by developing a communication/dissemination plan.

Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

Leads the development and/or review of tools, processes and systems for the planning, management and monitoring of procurement activities in order to meet Sub-Recipients’ needs and UNDP’s deliverables vis-à-vis the Global Fund;
Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services;
Oversees adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations;
Prepares a variety of procurement related documents, including purchase orders, contracts, communications, guidelines, instructions etc.

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

Provides training and guidance to a team of procurement staff at GFATM and develops work plans and priorities, monitors achievements and evaluates performance of staff;
Management of all assets under GFATM Project 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;
Maintaining electronic and hardcopy files and records to ensure proper accountability;
Perform other related duties as required.

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 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

Education:

Master’s degree in Business, Economics, Public Administration or any development related field and/or a degree in procurement.

Experience:

Minimum of 7 years professional experience, which includes at least 2 years of international experience in pharmaceutical and medical procurement, preferably in developing countries;
Solid experience in the management of people and systems in high-pressure environments;
Strong IT skills. Experience of UN or UNDP procurement policies and procedures highly desirable.

QUALIFIED AND EXPERIENCED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.