Re-advertised - Procurement and Supply Management (PSM) Specialist - Open to International Only

Location : Republic of Djibouti, DJIBOUTI
Application Deadline :30-May-13 (Midnight New York, USA)
Additional Category :Management
Type of Contract :FTA International
Post Level :P-3
Languages Required :
Arabic   English   French  
Duration of Initial Contract :1 year renewal


Applicants who previously applied need not re-apply.

The Global Fund was created at the initiative of the G7 countries in order to use most efficiently the financial resources allocated for the prevention and the fight against endemic diseases and devastating as HIV / AIDS, Malaria and tuberculosis around the world; these three diseases kill over 6 million people each year and the numbers are growing.
The Global Fund's approach is based on a set of principles designed to bring a new perspective of financing development projects focusing on the needs of partners. The latter, through their expertise, appropriate project management and are committed to delivering tangible and visible results.
And the Global Fund works as a financial instrument and provides national and international partners, public and private, voluntary and community additional financial resources, based on the existing network and an emphasis on participation and integral accountability of all actors.
With regard to the Republic of Djibouti, the Global Fund supports the activities of the fight against AIDS, Malaria and Tuberculosis in 2005 with funding from two grants HIV (4 and 6), 6 rounds malaria and tuberculosis, round 4 is phase closing while six rounds AIDS, Tuberculosis and Malaria are running their phase II.
UNDP Djibouti has been designated as the principal beneficiary for Transitional Financing Mechanism in the fight against HIV / AIDS, Malaria round 9 and TB Round 10.
Procurement represents a major portion of expenditure of the GFATM Project. The PSM Specialist is responsible for the successful delivery of the procurement services for the efficient implementation of the Global Fund grants. The PSM Specialist works in close collaboration with the Procurement Support Office in Copenhagen

Duties and Responsibilities

Summary of key functions:
 Procurement and Supply Management
  • Together with health sector specialists, undertakes quantification and forecasting (Q&F for health-related products.
  • Carries the responsibility within the UNDP Programme Management Unit for the Q&F.
  • Monitors and updates stock, consumption/distribution and pipeline information.
  • Ensures the secretariat of the Q&F working group, promotes the functioning of the same and disseminates data to all partners.
  • Develops, implements and updates procurement plans for health and non-health commodities including costing, reporting, scheduling for GFATM approval and internal follow up of procurement and contracting activities.
  • Plans work assignments to ensure timely delivery of results and performance,
  • 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.
  • Ensures compliance with GFATM/UNDP procurement guidelines.
  • Prepares (and/or updates) and submits a Quality Assurance Plan for GF health commodities.
  • Ensures implementation of all QAP activities.
  • Ensures that procured health products comply with international and national standards.
  • Coordinates timely delivery of goods and services.
  • Handles claims and claims statistics.
  • Ensures appropriate premises are rented/built for sensitive drugs and other health products
  • Oversees correct in and outstanding, storage and inventory procedures.
  • Oversees the correctness of data in the warehouse inventory system.
  • Set appropriate controls for proper tracking of goods from transport and handling to final destination.
  • Monitors suppliers’ performance with respect to the quality and timely delivery of goods and services. Ensures quality review of submissions to the ACP.
  • Ensures management of assets procured under GF grants.
  • Prepares and updates the PSM risk management plan and ensures its implementation
  • Liaises with GFATM on all policy related matters regarding procurement,
  • Ensures Sub Recipient contract related activities as capacity assessment, procurement process, evaluation of the proposals, develops contract conditions and ensures contract management, supervises PSM related reporting and evaluates contract performance in collaboration with M&E team of the Management Unit.

Provides information and communicates with UNDP HQ (LSO/PSO) on GF and PSM related issues and provides data to the program coordinator for communication with the GF.

Financial Management

  • In collaboration with the finance manager, oversees financial flows related to procurement. Ensures reconciliation between inventory and accounting system data.
  • Prepares PSM overall and annual budgets as well as specific sub programme budgets
  • Monitors PSM plan annual and overall budget and expenditure
  • Monitors QAP budget and expenditure
  • Ensure communication with LFA and other GF entities and ensures responses and clarification
  • Ensures correct and timely payment for logistics services in close collaboration with the CO’s Finance Unit.
Knowledge Management
  • Identifies areas for capacity development in the area of PSM
  • Disseminates best procurement and supply management practices on local level.
  • Customizes and develops procurement-related training material to contribute to capacity building at local level.

Shares experience/ best practices with PSO, PNLP and eventually on the procurement network


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 humored 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

  • Masters degree in Business, Pharmaceutical, Economics, Public Administration or any development related field and/or a degree in procurement
  • Pharmaceutical and/or supply chain background is essential


  • Minimum of 5 years professional experience, which includes at least 2 years of international experience in pharmaceutical supply chain management, preferably in developing countries;
  • Certification on PSM online training (procurement of pharmaceuticals) an asset;
  • Prior procurement and supply chain experience in the frame work of Global Fund grants a further asset;
  • Ability to work under pressure and handle multiple concurrent activities;
  • Strong IT skills;


  • Proficiency in English, French and Arabic is required.

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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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