Background
The Government of Ukraine is in urgent need to secure the availability of the State Program medicines and essential health commodities at affordable prices and in sufficient quantities. Acknowledging the challenges of the State procurement and supply management system and following recently adopted legislation, allowing the selected international organizations to provide procurement support services, the Ministry of Health of Ukraine has requested the UN to support the procurement and distribution of a number State Programs medicines and other medical products as an emergency measure.
UNDP in Ukraine is fully committed to play this role in resolving the immediate crisis and to support the Ministry of Health of Ukraine in its medium and long-term efforts to reform its procurement and supply management system. UNDP brings its extensive expertise in establishing procurement systems corresponding to the highest standards of transparency, accountability, cost-efficiency, equity and sustainability.
UNDP together with other UN Agencies (UNICEF and WHO) developed a Joint Project aimed at strengthening the national health care procurement system and thereby improving the effectiveness of diagnosis and treatment of patients in Ukraine. Additionally, to the procurement of medicines and medical products for the National Public Health Programs, UNDP plans (through this project) to strengthen the capacity of the Ministry of Health to ensure transparency, accountability and effectiveness of the public procurement in the health sphere and support the procurement reform efforts.
Customs broker will be responsible for provision of services related to the importation and customs clearance of medicines and medical devices.
Duties and Responsibilities
MAIN OBJECTIVES OF THE ASSIGNMENT
UNDP in Ukraine seeks a customs broker to perform range of activities related to custom clearance of the medicines and medical goods; resolve possible issues during custom clearance and along the supply chain of medicines and medical products from arrival to Ukraine to delivery to distribution warehouse in Ukraine.
DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK
Overall support of UNDP regarding topics related to importation and customs clearance.
For the high priority issues, must be available 24 hours 7 days a week providing support by phone or email and able to organize customs clearance outside of standard working hours.
Identify and report to UNDP major risks connected with customs clearance of medicines, medical devices and other health products, while assessing supporting documents provided for importation purpose.
As per request clarify and guide the procedures to be performed by UNDP prior to the importation of goods into Ukraine (necessary approvals by state authorities, etc.).
Within 24 hours Review and provide feedback on custom invoices and other shipping and commercial documents provided by supplier in order to ensure smooth custom clearance process.
Ensure goods are stored in proper conditions within required temperature range upon arrival while at customs warehouse.
Perform custom clearance of the goods within 2 (two) working days after arrival of the cargo.
Work with courier companies to ensure goods are delivered from customs to required destination in proper conditions within required temperature range.
Provide support on other possible issues connected with customs clearance of medicines, medical devices and other health products.
Provide support on other possible issues connected with importation algorithm and customs clearance of humanitarian cargo, cargo for NGOs and Diplomatic cargo.
As per request organize transportation of cargo, including temperature controlled delivery.
As per request process all payments related to customs clearance. Including but not limited to storage at customs, cargo inspection, sanitary permit etc.
Deliverable 1 - Timely review of shipment documents, completion of customs declaration and ensuring delivery to the warehouse of the medicines and medical goods. Communication with customs and resolving any possible issues.
Services would be requested on ad-hoc bass
monitoring/REPORTING requirements
Work-progress reporting/monitoring meetings will be held with the Customs broker on a regular basis. UNDP will be the final authority to control the quality and evaluate the work. No documents should be published or distributed to third parties without approval of UNDP.
Payment schedule
Payment will be done within 30 calendar days after works completion which is confirmed by fully executed IM40 customs declaration approved by customs service of Ukraine and receipt of cargo by warehouse appointed by UNDP. IM40 customs declaration should be accompanied by corresponding invoice from the customs broker.
As per written (email) request and approval from UNDP broker can process customs clearance and delivery related payments which will be reimbursed to broker upon provision on hard copy of invoices with supporting documents. Payment will be done within 30 calendar days after provision of original invoice.
Competencies
- Proactivity
Ability to perform tasks in timely manner
Prioritization
Understanding of and experience with functioning of State Customs Service of Ukraine;
Strong interpersonal and communication skills;
Strong analytical, reporting and writing abilities skills;
Ability to work independently as well as in a team;
Excellent usage of computers and office software packages, internet-related services (i.e. Google, Dropbox)
Corporate 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.
Required Skills and Experience
Experience:
At least 5 years of experience in performing custom clearance.
Practical experience in performing customs clearance of medicines and medical goods, humanitarian cargo, cargo for NGOs and Diplomatic cargo.
Language: Fluency in Ukrainian, Russian
Language: English is an advantage.
DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS
Applicants shall submit the following documents:
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FINANCIAL PROPOSAL
Professional fee contract
The financial proposal shall specify professional fee per customs clearance (filling out one customs declaration with up to twelve items per invoice) and related services, except storage costs, terminal costs, payment to authorities (which can be subject to reimbursement according to provided direct invoices and supporting documents justifying the transaction).
Travel costs
All travel costs will be reimbursed by the Project additionally and should not be included in the financial proposal. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.
In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Customs broker, prior to travel and will be reimbursed.
EVALUATION CRITERIA
At least 5 years of experience in performing custom clearance – Pass/Fail.
Practical experience in performing customs clearance of medicines and medical goods, humanitarian cargo, cargo for NGOs and Diplomatic cargo – Pass/Fail.
Fluency in Ukrainian, Russian – Pass/Fail.
EVALUATION METHOD
Lowest price and technically compliant offer
Contract award shall be made to the incumbent whose offer has been evaluated and determined as both:
a) responsive/compliant/acceptable (fully meeting the TOR provided), and
b) offering the lowest price/cost