Procurement Manager at UNDP/Global Fund Grants Implementation Unit


Location : Minsk, BELARUS
Application Deadline :25-May-15 (Midnight New York, USA)
Additional Category :HIV, Health and Development
Type of Contract :Service Contract
Post Level :SB-4
Languages Required :
English   Russian  
Duration of Initial Contract :initial contract is assigned for 6 months
Expected Duration of Assignment :with possible extension up to 1 year, based on performance results and budget availability

Background

 

General information and background:

Since 2004 United Nations Development Programme has been the Principal Recipient of grants of the Global Fund to Fights Aids Tuberculosis and Malaria (GFATM). A special Grants Implementation Unit (GIU) was established to effectively manage grants processing. At the moment, GIU is implementing a total of two consolidated GFATM grants on HIV and tuberculosis (TB) that are aimed to reduce the two diseases’ burden in Belarus. Being a Principal Recipient, UNDP is responsible for the financial and programmatic management of the GFATM grants as well as for the overall monitoring of the program 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

Objective of the assignement:

The objective of the assignment is to provide procurement services, to ensure 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.

 

Responsibilities:

The incumbent will be based in Minsk. Procurement Manager under the guidance and direct supervision of the Head of UNDP/GFATM GIU provides supervision to the GIU Procurement Team and execution of procurement services for the successful implementation of project activities and the achievement of planned project results. He/she promotes a client-oriented approach consistent with UNDP rules and regulations and works in close collaboration with the national partners, donors and project staff for resolving complex finance-related issues and information delivery. The Procurement Manager is responsible for all administrative (contractual, organizational and logistical) matters under the project and provides necessary assistance to the Head of UNDP/GFATM GIU in the implementation of day-to-day project activities. He/she is responsible for all procurement matters under the project. The Procurement Manager reports to the Head of UNDP/GFATM GIU and works in close cooperation with the other project staff.  

Summary of key functions:

  1. Procurement planning including market research, quantification and budgeting;
  2. Effective and accurate procurement management within GFATM grants and oversight in line with GFATM/UNDP regulations;
  3. Development of procurement related reports and regular updates on the grants procurement process;
  4. Implementation of operational strategies and procedures related to procurement within the scope of responsibilities.

Procurement planning including market research, quantification and budgeting:

  • Jointly with Senior HIV and TB Advisers and national sub-recipients to develop and step-by-step monitor forecasting for health-related and other products;
  • Development and updating procurement plans including costing, demand driven scheduling and applicable procurement methods for GFATM approval and internal follow up of procurement and contracting activities;
  • Reviewing specifications, statement of works and terms of reference to ensure completeness, accuracy and compliance with quality standards;

 

Effective and accurate procurement management within GFATM grants and oversight in line with GFATM/UNDP regulations:

  • 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;
  • 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;
  • Monitoring and assessing Procurement and Supply Chain Management (PSM) capacities of sub-recipients;
  • Monitoring sub-recipients as to the accuracy of inventory and PSM information and safeguards to eliminate fraud;
  • 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;

 

Development of procurement related reports and regular updates on the grants procurement process:

  • Drafting of all procurement related reports of the grants;
  • Certification of all procurement-related Atlas reports, when needed;

 

Implementation of operational strategies and procedures related to procurement within the scope of responsibilities:

  • Liaising with UNDP Procurement Associate on all policy related matters regarding procurement;
  • Ensuring knowledge sharing among the procurement staff of the GIU;
  • Ensuring continuous support for the PSM staff of sub-recipient organizations;
  • Ensuring proper tendering and bidding procedures, including submissions to the Contracts, Assets and Procurement (CAP), Regional Advisory Committee on Procurement (RACP), Advisory Committee on Procurement (ACP), when needed. Ensuring quality review of submissions for the CAP, RACP, ACP;
  • Solicitation and evaluation of tenders to ensure overall competitiveness, GFATM quality requirements and conformity to specified requirements;
  • Harmonizing procurement and supply management (PSM) practices of sub-recipients with the requirements of the UNDP and the GFATM;

Other:

Perform any other procurement duties as requested by the Head of UNDP/GFATM GIU.


Competencies

  • Job knowledge and technical expertise;
  • Operational effectiveness;
  • Communication;
  • Acting as team player and facilitating team work;
  • Strong analytical skills;
  • Strong planning and organizational skills;
  • Ability to make decisions under pressure and take responsibility.


Required Skills and Experience

  • University degree;
  • Minimum three years of work experience in the field of procurement;
  • At least 2 years of experience of managing people;
  • Experience in procurement of medical goods/pharmaceuticals would be an asset;
  • Additional specialized training in procurement and/or logistics would be an asset;
  • Working knowledge of UNDP rules and regulations would be an asset;
  • Fluency  both in  Russian and English language.


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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