Assistant for distribution, stock level monitoring and state registration of pharmaceuticals

Location : Minsk, BELARUS
Application Deadline :11-Nov-12 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :the initial assignment is for 12 months subject to further extension
Expected Duration of Assignment :extendable


  • UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest.
  • No telephone inquires will be entertained. Only short-listed candidates will be contacted
  • Please complete and attach the UNDP PERSONAL HISTORY FORM (P11) to your on-line application. It can be downloaded from UNDP Personal History Form

  • From 2004 to 2009 UNDP Belarus implemented HIV grant of the Global Fund. The Global Fund approved another grant for Belarus on HIV for the period of 2010-2014, which implementation started in January 2010. The new Round 8 and RCC grants are aimed at further developing and strengthening the national response to the HIV epidemic. The grants are set to align with previous State HIV Prevention Program 2006-2010 and to underpin the ongoing State HIV Prevention Program 2011 – 2014.

    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.

    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 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 Specialist on distribution, stock level monitoring and state registration of pharmaceuticals will be responsible for organization of supply chain management of goods under the UNDP contracts in the territory of the Republic of Belarus within the portfolio of Global Fund grants (HIV and TB) in Belarus. The Specialist on distribution, stock level monitoring and state registration of pharmaceuticals will ensure uninterrupted supply of goods from the central warehouse to the regional warehouses and/or warehouses of the end recipients in accordance with the timelines set in the Procurement Action Plans, Procurement and Supply Management Plan and considering the actual stock level of goods and physical capacity of the warehouses in regions. The Specialist on distribution, stock level monitoring and state registration of pharmaceuticals promotes a client-focused, quality and results-oriented approach in the project.

    Also the above mentioned specialist will be responsible for assistance in the state registration of pharmaceuticals, procured within the framework of GFATM grants.

    The  Specialist on distribution, stock level monitoring and state registration of pharmaceuticals works in close collaboration with 2 Purchasing/Contract Specialists, 2 Logistics Specialists and other project staff, operations and programme staff in the Country Office for resolving complex logistics-related issues and information exchange.

    The incumbent will be based in Minsk, Belarus. He/she will work under direct supervision of the GIU/GFATM Head of Procurement and Logistics Unit. He/she will liaise with a variety of parties, including supplying companies, customs agents, transportation companies, Ministry of Health, Ministry of Trade, Ministry of Economics and Republican Centre of Expertise and Testing.

    The  Specialist on distribution, stock level monitoring and state registration of pharmaceuticals will be responsible for:

    • Constant monitoring of stocks of the key health products and pharmaceuticals at the central and SR levels;
    • Analysis of the stock level, using the consumption and morbidity methods, and forecasting of future needs;
    • Organizing delivery to end recipients of pharmaceuticals, equipment and other goods under signed contracts within HIV and TB grants of the Global Fund to Fight AIDS, TB and Malaria;
    • Organizing of re-distribution of health products between end-users (in case of need);
    • Preparation of monthly delivery schedules;
    • 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;
    • 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);
    • 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;
    • Creation and update of Vendors in Atlas;
    • Participating in storage and distribution arrangements: assistance in preparation of distribution plans, delivery-acceptance certifications, supervision of all stage of distribution process;
    • 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;
    • Keeping inventory records of all procured goods in accordance with the UNDP rules and procedures;
    • Participation in development and constant maintaining of procurement monitoring tables and reports of the delivery and transfer progress as requested;
    • Conducting regular monitoring visits to Sub-recipients in order to check proper use and working conditions of assets transferred by UNDP or procured by Sub-recipients within the grants;
    • Constant data input into the UNDP web-based management system (Atlas);
    • Update of the database of pharmaceuticals’ suppliers and manufacturers interested in registration of pharmaceuticals in the Republic of Belarus;  
    • Assisting to the suppliers and manufacturers of unregistered pharmaceuticals in preparation of dossiers for registration in accordance to the requirements of RUE “Centre for Examinations and Tests in Health Service” in close cooperation with specialists of the Ministry of Health
    • Drafting necessary letters to the Ministry of Health, RUE “Centre for Examinations and Tests in Health Service” and other entities in order to assist in the state registration of pharmaceuticals;
    • Drafting inquiries to the Ministry of Health, RUE “Centre for Examinations and Tests in Health Service” and other entities about the status of state registration of pharmaceuticals;
    • Performing other tasks as assigned by the Head of Procurement and Logistics Unit.


    • Experience in procurement/sales/logistics of medical goods/drugs would be an asset;
    • Experience in registration (re-registration) of pharmaceuticals in governmental and non-governmental pharmaceuticals organizations would be an asset;
    • Work experience in large international pharmaceutical companies, connected with  registration (re-registration) of pharmaceuticals, would be an asset;
    • Experience with international development programmes and/or knowledge of UNDP/ UN procedures would be an asset;
    • Experience in using web-based management systems would be an asset;
    • Advanced computer literacy (MS Word, Excel, PowerPoint, Internet and e-mail).
    • Ability to process large information content with due quality; drive for results;
    • Strong organizational and analytical skills;
    • High  degree of personal initiative and willingness to accept a wide range of responsibilities;
    • Excellent planning and organizational skills and ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities;
    • Excellent communication spoken, written and presentation skills, including ability to present sensitive issues /positions, write reports and quantitatively justify logistics decisions;

    Required Skills and Experience

    • University Degree in Business or Public Administration would be desirable, but it is not a requirement. University Degree in technical or humanitarian fields combined with practical procurement/sales/logistics/administrative experience and  procurement/sales/logistics/general management trainings would also be acceptable;
    • At least 2 years of progressively responsible procurement/sales/logistics/administrative experience is required;
    • Knowledge of Incoterms rules;
    • Excellent English and Russian drafting skills.

    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.

    If you are experiencing difficulties with online job applications, please contact

    © 2016 United Nations Development Programme