Head of Procurement and Logistics Unit (GFATM GIU)


Location : Minsk, BELARUS
Application Deadline :26-Apr-10 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-4
Languages Required :
English   Russian  
Duration of Initial Contract :12 months with a possibility of extension

Background

Since December 2004 UNDP in Belarus has been implementing two major grants of the Global Fund to Fight AIDS, TB and Malaria. In 2009, within Round 8 of proposals, the Global Fund approved another grant for Belarus on HIV for the period of 2010-2014. The Country Coordinating Mechanism of Belarus selected UNDP as Principal Recipient for Phase 1 of the grant for 2010-2011. The new grant implementation started in January 2010. The total funding allocated for Phase 1 is € 9,557,068. Within Rolling Continuation Channel another grant was approved for Belarus for HIV amounting to $ 7,5 mln for three years. UNDP in Belarus is also Principal Recipient for Round 6 grant to fight tuberculosis which will continue its implementation in 2010-2012.
The overall goal of the HIV grants is to maintain the concentrated phase of the epidemic in Belarus and to reduce the AIDS mortality. The grants envisage 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. Prevention work among young people will be extended through schools. Further, the grants aim 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, and to provide TB prophylaxis and treatment to HIV patients.
The overall goal of the Round 6 TB grant is to reduce the burden of tuberculosis in Belarus with specific focus on improvement of TB case detection rate, providing treatment with first and second line drugs, improvement of TB diagnostic and recording systems. All activities are targeting civilian and prison population.
As a member of Grants Implementation Unit (GIU), Procurement Manager, under the direct supervision of the Head of Business Unit will be responsible for ensuring the highest efficiency of GFATM grants procurement and close monitoring of all procurement processes in line with the grants’ Work Plans and budgets and UNDP/GFATM procurement rules and regulations.
The Procurement Manager will supervise a grants Procurement Unit consisting of 3 Purchasing/Contracts Specialists and 2 Logistics Specialists.
The initial assignment is for 12 months subject to further extension based on annual performance evaluation.


Duties and Responsibilities

  • The incumbent will be based in Minsk, Belarus. The Procurement Manager will be responsible for the procurement management within all GFATM grants of UNDP’s portfolio in Belarus. He/she will lead and monitor all grants procurement processes based on the UNDP and GFATM rules and regulations and report directly to the Head of Business Unit.
Summary of Key Functions:
  • Procurement planning including market research, quantification and budgeting
  • Effective and accurate procurement management within GFATM grants and oversight in line with GFATM/UNDP regulations;
  • Development of procurement related reports and regular updates on the grants procurement process;
  • Implementation of operational strategies and procedures related to procurement within the scope of responsibilities.

Specific Responsibilities

  • The work of the Procurement Manager includes:
  • Drafting of all procurement related reports of the grants;
  • Jointly with Senior HIV and TB Advisers and national subrecipients development and monitoring forecasting for health-related and other products.
  • Development and updating procurement plans including costing, scheduling and applicable procurement methods for GFATM approval and internal follow up of procurement and contracting activities.
  • Supervision and guidance to the assigned team, coordinating the work load and ensuring quality control in all activities of the personnel under his or her supervision.
  • Reviewing specifications, statement of works and terms of reference to ensure completeness, accuracy and compliance with quality standards.
  • Ensuring proper tendering and bidding procedures, including submissions to the Local Contracts Committee and the Advisory Committee on Procurement, when needed. Ensuring quality review of submissions for the CAP, ACP.
  • Solicitation and evaluation of tenders to ensure overall competitiveness, GFATM quality requirements and conformity to specified requirements.
  • Ensuring that procured health products comply with international and national standards.
  • Coordinating timely delivery of goods and services.
  • Ensuring timely quality testing of goods in accordance with the GFATM Quality Assurance requirements.
  • Providing for proper insurance of the procured goods at warehouses.
  • Overseeing correct receiving dispatch, storage and inventory procedures.
  • Monitoring supplier’s performance with respect to the quality and timely delivery of goods and services.
  • Liaising with UNDP Procurement Associate on all policy related matters regarding procurement
  • Ensuring knowledge sharing among the procurement staff of the GIU and initiates relevant trainings
  • Undertaking any other task as assigned by the Head of Business Unit
Sub-recipients level
  • Monitoring and assessing Procurement and Supply Chain Management (PSM) capacities of sub recipients;
  • Developing an action plan to close identified gaps;
  • Harmonizing procurement and supply management (PSM) practices of sub-recipients with the requirements of the UNDP and the GFATM;
  • Developing a training plan/curriculum for the PR’s and sub-recipients' PSM staff and conducting trainings on GFATM procurement and supply chain management system;
  • Monitoring sub-recipients as to the accuracy of inventory and PSM information and safeguards to eliminate fraud;
  • Ensuring continuous support for the PSM staff of sub-recipient organizations.
Financial Management
  • Overseeing financial flows related to procurement. Ensuring reconciliation between inventory and accounting system data.
  • Ensuring correct and timely payment for services.
  • Monitoring commitments made in UNDP Atlas system
  • Performing functions in Atlas system as assigned by the UNDP management
The Procurement Manager will work in coordination with Procurement Unit of the UNDP office in Belarus, all relevant UNDP staff and services of the UNDP office if required.


Competencies

  • Knowledge of tools, procedures and international standards for the purchase of goods and services
  • Strong analytical skills.
  • Proficiency in Excel


Required Skills and Experience

Qualifications:
  • University degree in Administration, Economy or Finance
  • Advanced knowledge of English
Experience:
  • At least 3 years experience in the field of procurement, preferably in the health sector.
  • At least 2 years of experience of managing people
Language requirements:
  • English and Russian
 
Application procedures:
Applicants are requested to apply on-line.
Information about the conditions of the service contract: http://un.by/vacancy/undp/conditions/
Applicants should:
  • Complete the form stating their interest in and qualifications for the position (in English);
  • Provide filled P11 form;
Responsible applicants will be shortlisted, and at least three applicants will gain a personal or telephone hearing.
Women are encouraged to apply. UNDP is non-smoking work environment.
Due to the large number of applicants for UNDP positions, UNDP regrets that it is unable to inform unsuccessful candidates about the outcome or status of the recruitment process.
 


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.


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