Purchasing/Contracting Specialist,Prevention and Treatment of HIV/AIDS (TB) in Belarus


Location : Minsk, BELARUS
Application Deadline :22-Sep-13 (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)
15-Oct-2013
Duration of Initial Contract :one year, extendable

Background

This is a locally recruited position

Only the UNDP PERSONAL HISTORY FORM (P11) will be considered for screening of applications!  It can be downloaded at the following link:
UNDP Personal History Form
 
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.


Since December 2004 UNDP in Belarus has been implementing grants of the Global Fund to Fight AIDS, TB and Malaria. Currently there are 2 grants under implementation: Single Stream Funding (SSF) of Round 8 and Rolling Continuation Channel (RCC) Phase II grant for HIV, which amounts to $ 14,9 mln for three years, and SSF Round 6 and Round 9 Phase I grant for TB (amount of $ 5,3 mln for the year 2013). Additionally, starting from year 2014 UNDP in Belarus will be also a Principal Recipient for Rounds 6 and 9 Phase II grants for TB with the total approved amount of $ 9,0 mln for the years 2014-2015.

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 of people living with HIV (PLHIV).

The overall goal of the TB grants is to reduce the burden of tuberculosis in Belarus, to raise the efficiency of measures taken for decrease and prevention of further spread of TB infection in Belarus. Projects are aimed at access widening to quality diagnostics and treatment of patients with multidrug resistant tuberculosis (MDR-TB), and reduction of TB spread in Belarus by strengthening of measures to combat MDR-TB, reduction of TB morbidity and mortality. All actions are directed both to civil and penitentiary sector.

Objectives of the assignment:
As a member of Grants Implementation Unit, the Purchasing/Contracting Specialist, under the direct supervision of the Head of Procurement and Logistics Unit, will be responsible for procurement of goods and services within the portfolio of Global Fund grants (HIV and TB) in Belarus. The Purchasing/Contracting Specialist ensures execution of transparent and efficient procurement services and processes, promotes a client-focused, quality and results- oriented approach in the project. The Purchasing/Contracting Specialist works in close collaboration with the other project staff, operations and programme staff in the CO for resolving complex procurement-related issues and information exchange.  The Purchasing/Contracting Specialist ensures compliance of procurement procedures, conducted by Sub-recipients, to the rules set in the UNDP guidelines, and constant monitoring of such procurement cases in all stages of their implementation.  The Purchasing/Contracting Specialist will work in coordination with UNDP Procurement Associate and in close contact with the relevant services of the UNDP Country Office, if required.


Duties and Responsibilities

  • Conducting of procurement exercises assigned by Head of Procurement and Logistics Unit, continuous monitoring and preparation of reports on procurement progress as required;
  • Conducting quality research of local and international markets for goods and services required for project needs, including verification of products availability, price analysis and search for potential vendors;
  • Organization, when required, work of independent experts on developing detailed specifications of products, equipment and services in line with the UNDP rules and procedures;
  • Review of technical specifications and terms of reference received from the national partner organizations, programme staff of GIU, for their compliance with the UNDP procurement principles, rules and procedures and their adjustment as necessary;
  • Participation in quantification of pharmaceuticals to be procured;
  • Constant monitoring of  pharmaceuticals stock level (together with programme specialists of GIU), acceleration/ postponing of delivery depending on the actual stock situation;
  • Quantity and quality check of technical specifications for procurement of pharmaceuticals, obtained from the national partners;
  • Organization of procurement processes including drafting of tendering and solicitation documents, conducting tendering processes (RFQs, ITBs, RFPs, inquiries to LTA holders in accordance to UNDP rules and procedures) so that tender announcements are circulated as widely as possible among the potential suppliers, facilitating the flow of information during the tender by clarifying requests from tender participants and requesting additional information from them if necessary;
  • Participation in opening of quotations, bids or proposals, organization of their technical evaluation, including coordination of technical committee meetings and preparation of minutes/protocols thereof, conducting financial evaluations of the technically responsive offers;
  • Submission of procurement cases and recommendations for contract award to the UNDP country office, drafting contracts in accordance with the UNDP model contracts and relevant rules and procedures;
  • Preparation of a complete and quality set of documents for procurement cases that are subject to review by the Contracts, Asset and Procurement Committee (CAP) of the UNDP CO or of RACP for such a review;
  • Creation requisitions and receipts in Atlas (the UNDP web-based management system), generation of procurement reports;
  • Maintaining liaison with suppliers, logistics agents and sub-contractors;
  • Assisting with customs clearance and import of goods upon request;
  • Continuous learning, on-time courses undertaking, self-learning on IPSAS and UNDP procurement guidelines;
  • Negotiations with suppliers in order to obtain all necessary documents for customs clearance of unregistered pharmaceuticals and health products (and other goods, if necessary) in Belarus;
  • Preparation of the full set of documentation for obtaining import permit for  customs clearance of unregistered pharmaceuticals and health products (and other goods, if necessary) in Belarus, submission of documents to the designated Ministries;
  • Preparation of tax exemption letters for pharmaceuticals, their submission to RUP “Belpharmatsia” for further processing;  
  • Updating price and quality reporting system (PQR) upon the shipment of goods completion;
  • Tracking of pharmaceuticals delivery to Belarus, continuous contact with suppliers/manufacturers in order to obtain correct shipping documents;
  • Continuous cooperation with logistics partners of UNDP, customs office, Ministry of Health, Ministry of Economy, in order to perform time- and cost-effective customs clearance of pharmaceuticals, health products and other goods, and their release to the final users;
  • Maintaining quality control activities for pharmaceuticals delivered to the country (preparation of the year Quality Assurance Plan, conducting of RFQ for selection of laboratory, assistance with sampling and reporting on results of quality control);
  • Monitoring of procurement cases conducted by Sub-Recipients to ensure their compliance with UNDP procurement rules and policies;
  • Travel to the sites for the physical check of inventories and procurement documents of sub-recipients;
  • Maintaining procurement monitoring tables and reports of the procurement progress as requested;
  • Performing other tasks as assigned by the Head of Procurement and Logistics Unit.


Competencies

  • Experience in procurement/sales of pharmaceuticals, medical goods and goods with limited shelf life would be a strong asset;
  • Experience in using web-based management systems would be an asset;
  • Experience with international development programmes and/or knowledge of UNDP/ UN procedures would be an advantage;
  • Excellent English and Russian drafting skills.
  • Ability to process large information content, drive for results;
  • Strong organizational and analytical skills;
  • Strong computer skills (MS Word, Excel, PowerPoint, Internet and e-mail);
  • Flexibility, strong negotiating skills;
  • Strong drafting skills;
  • Excellent interpersonal skills;
  • Ability to work efficiently in the team;
  • Attentiveness to the details.


Required Skills and Experience


  • University degree with specialization in procurement, logistics, marketing with specialized training in procurement and/or logistics;
  • University Degree in technical or humanitarian fields combined with practical procurement experience and relevant on-the-job trainings would also be acceptable;
  • Minimum 2 years of progressively responsible procurement/sales experience is required.


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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