Supply Chain Analyst


Location : Harare, ZIMBABWE
Application Deadline :31-Oct-19 (Midnight New York, USA)
Additional Category :Management
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
02-Dec-2019
Duration of Initial Contract :6 Months
Expected Duration of Assignment :6 Months

Background

Background

The UNDP Zimbabwe office was appointed the Principal Recipient (PR) to the Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM) for the HIV Grant AUP 2018-2020 under the Project Title: Commitment Towards Fast Tracking 90-90-90 Targets by 2020 and Ending AIDS by 2030 and Grant Agreement Number: GA 1393. UNDP is also appointed as a Fund Administrator (FA) for the Malaria and TB grants and the Principal Recipient for these grants is MoHCC. The two organizations work closely together to implement the three grants.

Following the signing of the Grants, a new implementation cycle of the Procurement and Supply Management (PSM) Plans for the three grants started in January 2018 and will end in December 2020. UNDP and MOHCC signed Sub-Recipients (SRs) agreement with NatPharm for Receiving, storing and distributing health products procured using the GF resources.

Health Product Supply Chain Management System in Zimbabwe

In the last decade, UNDP/GF, USAID and other health partners have made significant contributions to strengthen the management of the supply chain of health products of the Republic of Zimbabwe.

Some notable achievements have been made in the management of the supply chain system, including the conduct of  a comprehensive assessment of the Pharmaceutical Supply Chain System (2013) to define areas to enhance the system with the development of a costed action plan (the Plan).  Other achievements included supply of several trucks, including cold chain trucks to support transportation of health products from the central warehouse to health facilities; equipment of NatPharm warehouses and selected health facilities with about 1,300 data loggers to facilitate temperature recording and monitoring; support to the strengthen of the Warehouse Management System (Navision) and bar coding; human capacity development, including mentorship program for staff and enrolment of PSM officers at MoHCC and NatPharm in international post-graduate course in Global Health PSM; construction of warehouses and renovation/construction of storages spaces at selected health facilities to improve storage spaces and conditions; development of a national waste management guidelines; and installation of cold rooms, among others. Currently, there is an ongoing effort to roll out an Electronic Logistics Management System (e-LMIS) to all health facilities to be integrated into with the Navision system at NatPharm to support enhanced inventory management and ensure accountability of health products stored at all levels of the supply chain system. 

In spite of the progress made in the strengthening of the national supply chain system, there are still some challenges which required immediate intervention, including inadequate  storage spaces at all levels;  lack of real time data visibility on health products distributed to health facilities; lack of proper accountability for health products stored and distributed; inability to effectively implement FEFO within NatPharm warehouses leading to expiry of commodities; delays in the disposal of expired health products, poor warehouse management practices; and lack of real time stock  data visibility, inadequate of and non-compliance with existing SOPs, including temperature monitoring and recording as well as inadequate human resource  at NatPharm.

Several assurance activities conducted by UNDP/GF, USAID and other health development partners have highlighted   several issues relating to deficiencies of the Supply Chain, inventory management, and storage   of health products.   In response to that UNDP conducted an assessment of the NatPharm inventory Management system to investigate the underlying causes of the recurring observations   on assurance reports.   The assessment was conducted in July 2019. UNDP, working together with MOHCC, have also developed an action plan in response to the Global Fund management letter   on Stock verification

Objective

On behalf of the two PRs (UNDP and MOHCC), UNDP seeks to recruit the services of a consultant to work on daily basis with NatPharm team at NatPharm warehouse to:

  1. Ensure that HIV, TB and Malaria heath products supported by the GF resource are managed as per the WHO guidelines, UNDP, Global Fund quality assurance policies and National regulation where applicable.,
  2. Monitor the compliance of NatPharm to the terms and conditions of the Sub-Recipient Agreement and National regulations.
  3. Liaise closely with UNDP’s out sourced agents for Logistic support (WFP), periodic stock take conducted by (PKF) and invoice verification and system assurance provider (EY) to ensure timely execution of their assignments
  4. Periodically report to UNDP on receipt, stored and distributed HIV products, and doing the same with MOHCC on TB and Malaria products.
  5. Periodically report on all aspects of good warehousing practice and the related quality assurance activities as well as challenges for immediate intervention
  6. Assist in the implementation of the inventory management action plan and helping NatPharm to respond to GF local fund agent (LFA), the GF Office of investigation (OIG) and UNDP office of audit OAI.


Duties and Responsibilities

Deliverables:

1.       Receiving Report

Content: List of categories, product, quantity, batch number, expiry date, price, prove of delivery PODs/RVs number, date of posting in NAV, date of posting in stock card and number of stock card

Period: Monthly

Comment: PODs/RVs quantities to be compared posted in NAV

Payment % upon satisfactory deliverable: 15%

2.       Stored items

Content: List of category, product, quantity, batch number, expiry date, price, quantity in NAV and quantity in stock cards

Period: Monthly

Comment: Select 30 items to be physically counted to report on the variances between with stock cards and NAV

Payment % upon satisfactory deliverable: 15%

 

3.       Distributed items

Content: List of category, product, quantity, batch number, expiry date, price and sites.

Period: Monthly

Comment: Select 30 Good in transit forms to report on the variances between with quantity distributed and received at the destination

Payment % upon satisfactory deliverable: 15%

4.       Temperature and Humidity data report

Content: Warehouse name, records, and action recommended to Natphram

Period: Monthly

Comment: For all warehouses covered by remote monitoring system.

Payment % upon satisfactory deliverable: 5%

5.       Progress update (EY and PKF ) recommendations implementation

Content: Detailed report on progress, achievement, challenges and outstanding recommendations.

Period: Monthly

Comment: Meeting with EY and PKF is required to have same progress status update.

Payment % upon satisfactory deliverable: 5%

6.       Report on Near Expiry items

Period: Quarterly

Comment: Meeting with MOHCC/LU is required to share findings for actions.

Payment % upon satisfactory deliverable: 10%

7.       Report on quantity of HIV, TB and Malaria products incinerated

Content: List of category, product, quantity, batch number, expiry date, price, PODs number, date of incineration.

Period: Monthly

Comment: Field visit to the incinerator sites is required to confirm incineration process sustainability.

Payment % upon satisfactory deliverable: 5%

8.       Report on SR/KPIs

Content: As per the SR agreement

Period: Monthly

Comment: Attending Monthly SR implementation meeting is required to share report output and to agree on future actions.

Payment % upon satisfactory deliverable: 20%

9.       Supervision visits

Content: To visit one branch and selected Health facilities to check on Good warehousing practices and to verify inventory management reports

Period: Monthly

Comment: Use the PSM check list

Payment % upon satisfactory deliverable: 10%

Scope of Work

Under the overall guidance of the UNDP – PMU Project coordinator   and direct supervision of the UNDP/GF PSM Specialist, the PSM Consultant is responsible for providing timely report to UNDP and MOHCC on all supply chain and Logistic activities managed by NatPharm. The Consultant will work with MOHCC PSM manager on issues related to TB and Malaria grants.   and provide technical support to NatPharm team to adhere to above guidelines and Good Warehousing and inventory management practices by working with the NatPharm team on the following:

  • Manage, assist, coordinate and report monthly on all inventory management activities which is including but not limited to receiving, storing, distributing and incinerating.
  • Follow up on variances accountability in supply management through efficient receiving, Inspecting and reconcile discrepancies if any.
  • Assist and report on managing and coordinating the GF Action Plan in the Management letters from the GF and PRs concerning NatPharm.
  • Supervise the recruited Audit firm, PKF, for periodic stock take
  • Supervise the recruited Audit firm, Ernst and Yang (EY), for periodic invoice verification
  • Follow up on the Audit firms (EY and PKF) recommendations and share progress update on monthly basis
  • Review and analyze stock value and other reports from NatPharm before sharing with UNDP and MOHCC.
  • Oversight NatPharm SR agreement and provide support to reporting on the Key performance indicators (KPIs).
  • Ensure that Natpharm is managing the pharmaceutical waste as per WHO and national standards and regular disposal of waste using efficiently the two installed incinerators.
  • Maintain up to date electronic and hardcopy files and records to ensure proper accountability
  • Periodically visit Natpharm branches to check on all above
  •  

 


Competencies

Core competencies:

  • Demonstrates integrity by modeling the UN’s values and ethical standards.
  • Promotes the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Treats all people fairly without favoritism.

Functional competencies:

  • Demonstrates strong technical knowledge and commitment to continuous learning.
  • Demonstrates results orientation and focus on solutions.
  • Ability to develop and maintain effective work relationships with clients, donors and other stakeholders.
  • Ability to plan work in a collaborative manner and to manage priorities
  • Works collaboratively with colleagues to achieve the goals of the project and in accordance with UNDP shared goals
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure.

Institutional Arrangement

  • The  Consultant  will work  under the overall guidance of  the Project Manager - GF PMU  and direct supervision of  PSM specialist .  The consultant will work   in close collaboration with  Natpharm  and MOHCC-  logistics Unit   to achieve the results.
  • The consultant is  expected to work normal working hours ( 5 working days )  based at Natpharm or UNDP as the work may require.
  • Office space  will be provide either at  UNDP or NatPharm

  Duration of Work  and Duty Station

  • Contract Duration: 6 months  based on a 5 day work week .
  • Duty station will be Harare with  frequent travel  within the country
  • Thee consultant will be expected to report to duty  daily on work days either at UNDP office of Natpharm as will be agreed with supervisor

 


Required Skills and Experience

Education:

BSc pharmacy and Master or advance certificate of inventory management or supply   chain

Experience:

  • 5 years’ experience in pharmaceutical warehouse in inventory management
  • Experience with working with a UN agency or international organization would be an asset
  • Demonstratable experience with working with excel  or related data management software   would be an asset
  • Experience with working with warehouse inventory management software   like Navison or  related software

Language Requirements:

  • Full working knowledge of English is essential.

Financial Proposal and Schedule of payments

  • An all-inclusive Daily fee will be agreed which will be paid monthly   based on achievement of deliverables. The rate will cover the professional fees and all cost required to deliver the assignment  excluding  duty  travel  ( field missions ) which will  be paid by UNDP where such travel is required

Evaluation criteria

Education: BSc pharmacy and Master or advance certificate of inventory management or supply chain  50%

Experience: 5 years’ experience in pharmaceutical warehouse 40%

Language Requirements: Full working knowledge of English is essential. 10%

Candidate who  pass the  technical criteria will go through an oral interview  to determine the  most suitable

technically qualified  candidate.

 


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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


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