UNDP Jobs - 8006- Procurement and Supplies Management Advisor

Procurement and Supplies Management Advisor

Location :

Juba, Southern Sudan

Type of Contract :

200 Series

Starting Date :

01-Feb-2009

Application Deadline :

20-Jan-09 (Midnight New York, USA)

Post Level :

L-4

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

2 years

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 (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grants in Sudan with grants covering the entire country, which is approximately US$93 million for five (5) projects. In its role as Principal Recipient, UNDP is responsible for the financial and programme management of the GFATM grant as well as procurement of certain items and drugs. In all areas of implementation, UNDP provides capacity development services to relevant institutions, sub-recipients and implementing partners.

Under the general supervision of the Head of the HIV-AIDS Unit / GFATM * Coordinator, and the direct supervision of the UNDP Head of Operations, the Procurement and Supply Management (PSM) Advisor leads, is responsible for the effective delivery of procurement services in order to obtain programme targets. Supervises and coordinates activities of the PSM Team to ensure the PSM Team work is adequately implemented.

The PSM Advisor supervises and leads the Procurement and Supply Management Team. The PSM Advisor works in close collaboration with the Global Fund Coordinator, the programme team, the finance team and the monitoring and evaluation team and implementing partners to successfully deliver procurement services.
* GFATM: the Global Fund to Fight AIDS, Tuberculosis and Malaria

Duties and Responsibilities

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

Leads the PSM Team of the Global Fund's Project in planning and implementation of all matters related to PSM activities
Conceptualizes, elaborates the formulation and monitoring of the planning instruments and ensures that the unit's activities are carried out in the framework of the objectives of the Global Fund strategic plan
Advises the Sub Recipients on proposals for procurement services, ensuring that related responsibilities are adequately designated; and that the time and the resource estimates are adequate for the implementation of the proposal/procurement plan and compliance with their contract;
Oversees transparent and timely procurement processes for goods and services complying with UNDP and Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) guidelines;
Advises and provides technical support to the asset management and control in line with UNDP and GFATM rules and regulations;
Takes the lead on developing a strategy for appropriate integration of UNDP / GFATM PSM practices with those of other agencies (including WHO, UNICEF, etc.), and towards strengthening Governmental / Ministry of Health capacity for supply chain management
Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
Establishes and implements of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
Certifies submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).

2. Ensures efficient management and leadership focusing on achievement of the following results:

Coaches, supervises and gives guidance to the PSM team out-posted from the Procurement Unit into the HIV-AIDS unit.
Participates in weekly meetings of the HIV-AIDS Unit management team of the local office and of the Global Fund.
• Oversees timely and efficient delivery of services.
Ensures the execution of the PSM requirements of the Global Fund Program according to the Global Fund requirements and UNDP Policy Guidance.
Promotes and monitors the transparency of the PSM processes and the use of international best practices, and oversees all steps.
Ensures a smooth collaboration with other departments and stakeholders.
Promotes capacity building of the PSM team, Ministry of Health and sub recipients.
Provides technical input in the recruitment of new staff; international and national, for the PSM team in liaison with the Operations Manager.
Participates actively in the budget revisions processes under the supervision of the Head of HIV-AIDS Unit.

3. Ensures elaboration and implementation of quality control focusing on achievement of the following results:

Reviews the solicitation bases, criteria for evaluation, specifications, and evaluation reports, and participates in negotiation for contracts of high value and complexity.
Guarantees the maintenance of documentation about the PSM activities and elaborates reports in order to keep the office representation and Global Fund Manager fully informed about the status and results of the procurement activities.
Advice and provide technical support to the improvement of data management system for PSM activities.
Promotes the incorporation of standard procurement forms in collaboration with the Procurement Unit and the use of instruments for planning and scheduling processes.
In close collaboration with the Procurement Unit, promotes and supervises compliance with the regulations established by the Local Contracts Committee (CAP) and the Advisory Committee on Procurement (ACP).
Establishes control mechanisms and internal audit systems for inventories.
Implements recommendations from internal and external audits ensuring that corrective measures are put into practice, when necessary.
Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
Management of the e-procurement system.

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

Organization of training for the operations/ projects staff on Procurement and Supply Management.
Organization of trainings for implementing partners on Procurement and Supply Management as required.
Synthesis of lessons learned and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards
Promotes the vision, mission, and strategic goals of UNDP
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Treats all people fairly without favoritism

Functional Competencies:

Management and Leadership

Focuses on impact and result for the client and responds positively to feedback
Leads teams effectively and shows conflict resolution skills
Consistently approaches work with energy and a positive, constructive attitude
Demonstrates strong oral and written communication skills
Builds strong relationships with clients and external actors
Remains calm, in control and good humored even under pressure
Promotes an open atmosphere of mutual feedback and support
Demonstrates openness to change and ability to manage complexities

Client Orientation

Ability to identify client’s needs and appropriate solutions
Ability to establish and maintain productive partnerships with clients

Corporate Commitment

Works to achieve the goals of UNDP as a whole, making significant contributions to corporate priorities or initiatives led by other UNDP offices and bureaux

Planning and Organizing

Plans and prioritizes work activities to meet organizational goals and organize and oversee work processes efficiently to achieve quality results

Communication

Communicates clearly and convincingly
Demonstrates strong oral and written communication skills

Knowledge Management and Learning

Promotes a knowledge sharing and learning culture in the office
Empowers staff to address their development needs
Ability to advocate and provide policy advice
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Required Skills and Experience

Education:

Masters degree or equivalent in Procurement, Business Administration, Finance, Economics or related field.
Complimentary qualifications in social science, public health, pharmacy, medicine or any development-related field of study an asset.

Experience:

At least seven years professional experience in a field of procurement, operations management or programmes dealing with the health sector. Proven experience in managing teams.
Solid experience in the management of people and systems in high pressure environments.
Field experience highly desirable as well as demonstrated experience in procurement.
Knowledge of and/or expertise of UNDP, WHO, GF, WB or another UN agency procurement policies and procedures highly desirable.
The procurement experience under GFATM project as the Principal Recipient is strong asset.
Proficiency in MS Office Suite.
Knowledge of PeopleSoft/Oracle an asset.

Language requirements:

Fluency in written and spoken English. Knowledge of another UN language is desirable.