UNDP Jobs - 6303- Procurement Associate (MDGs) (re-advertised) (Nati

Procurement Associate (MDGs) (re-advertised) (National)

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

08-Sep-08 (Midnight New York, USA)

Post Level :

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

12 months

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 Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS,gender equality, and information and technology for development.

Organizational Context

UNDP Indonesia will provide support to strengthen the capacity of the Ministry of Health as the Principal Recipient (PR) to manage the Global Fund to fight AIDS, Tuberculosis and Malaria grants in Indonesia for 2008.

This UNDP Indonesia’s support aims to strengthen the capacity of the PR to ensure the full and successful implementation of the remaining GFATM grants in Indonesia for AIDS, TB and Malaria. As an interim arrangement and to give the PR the necessary time to strengthen its internal mechanisms and capacities, UNDP will support the PR in fund management and capacity development services.

UNDP will provide capacity development services to the PR in the areas of financial management, procurement, and human resource management. This arrangement is of a temporary time-bound nature and a detailed transition/exit strategy for UNDP support is envisaged. The UNDP support services are part of a joint effort by the UN Country Team to support the Government of Indonesia in the successful implementation its GFATM grants.

Duties and Responsibilities

Functions / Key Results Expected

Summary of key functions:

Administration and implementation of operational strategies
Organization of procurement processes
Control of Assets
Facilitation of knowledge building and knowledge sharing

1. Ensures administration and implementation of the operational strategies focusing on achievement of the following activities:

Full compliance of procurement activities with GFATM/MOH and UN procurement guidelines;, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
In close collaboration with the Procurement Specialist and procurement staff in the PMUs, undertakes and monitors forecasting for health and non-health products.
Ensures that procured products comply with international and national standards.
CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
Develop an action plan to close identified gaps (identified in the capacity gap assessment or other reviews).
Develops and updates the procurement plans including costing, scheduling and applicable procurement methods for GFATM approval and internal follow up of procurement and contracting activities.

2. Organizes procurement processes for projects focusing on achievement of the following activities :

Plans work assignments to ensure timely delivery of results;
Reviews specifications and terms of reference to ensure completeness, accuracy and compliance with quality standards;
Ensures proper tendering and bidding procedures, including submissions to the Local Contracts Committee and the Advisory Committee on Procurement, when needed;
Solicits and evaluates tenders to ensure overall competitiveness, quality and conformity to specified requirements;
Coordinates timely delivery of goods and services;
Ensures appropriate premises are rented/built for sensitive drugs and other health products at the national and local levels;
Oversees the processes for receiving dispatch, storage and inventory procedures;
Installs controls for proper tracking of goods during transport and handling of goods at final destination;
Monitors supplier’s performance with respect to the quality and timely delivery of goods and services;
Monitor and assess Procurement and Supply Chain Management (PSM) capacities of sub recipients;
Harmonize procurement and supply management (PSM) practices of sub-recipients with the requirements of the GFATM;
Monitor sub-recipients as to the accuracy of inventory and PSM information and develop safeguards to minimize mis-procurement and/or fraud; ensure annual audits of sub-recipients;
Ensure continuous support for the PSM staff to sub-recipient organizations;
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;
Oversees financial flows related to procurement and ensures reconciliation between stock-inventory and accounting system data are regularly updated;
Ensures correct and timely payment for services;
Performs other duties as required.

3. Ensures proper control of Assets focusing on achievement of the following activities:

Implementation of Inventory and physical verification control in the projects.
Oversees the correctness of data in the warehouse inventory system.

4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following activities:

Develop a training plan/curriculum for the PR’s and sub-recipients' PSM staff and conduct a training on GFATM procurement and supply chain management system based on the Project Implementation Manual (PIM);
Disseminates best procurement and supply chain management practices on local level;
Customizes and develops procurement-related training material to contribute to capacity building at local level;

Impact of Results

The key results have an impact on the overall efficiency in procurement and success in implementation of operational strategies. Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and timely delivery of UNDP/MOH programmes/ projects. The information provided facilitates decision making of the management.

Competencies

The Procurement Associate will be required to have:

Corporate Competencies:

Demonstrates integrity and ethical standards.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience.
Encourages office staff to share knowledge and contribute to UNDP practice areas.
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Knowledge of Procurement and Supply management cycle and processes.
Some experience with training, capacity development support and development.
Knowledge of the Government of Indonesia, UN and Global Fund systems and processes.
Certified for Government of Indonesia Procurement training is preferred.
Ability to perform a broad range of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets.
Demonstrates strong IT skills eg. Computer literacy, in particular experience with Microsoft Office products.

Management and Leadership:

Focuses on impact and result for the client.
Good diplomatic and inter-personal communication skills.
Consistently approaches work with energy and a positive, constructive attitude.
Demonstrates openness to change and ability to manage complexities.
Responds positively to critical feedback and differing points of view.

Required Skills and Experience

Education:

University Degree in Economics and/or Business Administration preferable.

Experience:

at least 6 (six) years of relevant work experience in procurement, international supply-chain management, certified for GOI Procurement Rules/Regulation training, and experience in holding a training/workshop in procurement; extensively experience in working with development agencies and/or International NGOs in health (is desirable).

Language Requirements:

English language

FEMALE CANDIDATES ARE ENCOURAGED TO APPLY

*UNDP Indonesia reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Indonesia at the same grade level and with similar job description, experience and education requirements.”