Procurement and Supplies Management (PSM) Specialist - [Open to all applicants]

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

BACKGROUND

Diversity, Equity, and Inclusion are core principles at United Nations Development Programme (UNDP): we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

The 2030 Agenda for SDGs and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development, including widening economic and social inequalities, the climate crisis, rapid urbanization, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing. As affirmed in the Political Declaration of the 2019 High-Level Meeting on Universal Health Coverage (UHC), the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund), Gavi, the Vaccine Alliance (Gavi) and others are critical partners for delivering on the health-related goals of the 2030 Agenda. Stronger Collaboration, Better Health: Global Action Plan for Healthy Lives and Well-being for All outlines how a dozen multilateral health, development, and humanitarian agencies, including UNDP, the Global Fund, Gavi and others will collaborate to be more efficient and effective in supporting countries to deliver UHC and achieve the health-related SDG targets.

UNDP’s partnership with the Global Fund, in line with UNDP’s HIV and Health Strategy 2022-2025: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development, the SDGs and the pledge to leave no one behind. As a long-standing partner of the Global Fund, UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance to Global Fund grants in 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach in supporting countries with significant national capacity constraints to manage large-scale health programmes. By providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management, UNDP is able to deliver results whilst sustainably transitioning to national entities. UNDP’s track record as PR over the last 17 years and capacity to deliver in challenging operating environments has been critical for strengthening its positioning as a health implementation support partner.

In Zimbabwe, UNDP is the Principal Recipient (PR) for the HIV grant and is also providing Support Services (Fund Administration) to the Ministry of Health and Child Care (MoHCC) as the continuing PR for the Tuberculosis (TB) and Malaria grants. The HIV grant for 2024-2026 aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan, 2021-2026. For effective implementation of the Global Fund resources, UNDP Zimbabwe has established a separate Program Management Unit (PMU) within the country office that is responsible for the day-to-day overall programme management of the HIV grant. Under the overall guidance of the Resident Representative and Deputy Resident Representatives, the PMU is responsible for a range of functions including coordination with country stakeholders (particularly the MoHCC and the National AIDS Council (NAC)), financial management and reporting, compliance with Global Fund and UNDP policies, rules and procedures risk management, procurement of health products, other goods and services, and strengthening the national pharmaceutical and laboratory supply chain systems, including the Solar for Health (S4H) initiative. The Global Fund grant is implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the Global Fund and in close coordination with the national partners, including NAC, MoHCC, National Disease Programmes, (NatPharm), NGOs, CSOs, communities, donors, technical partners and UN entities and the Global Fund (Local Fund Agent, (LFA)) and Country Coordinating Mechanism (CCM).

DUTIES & RESPONSIBILITIES

Procurement and Supply Management (PSM) of health products represent a major portion of the budget and expenditure of the Global Fund HIV programme to Zimbabwe. As the interim PR, UNDP’s responsibilities include proactive oversight over timely supply planning, procurement and adequate storage conditions and distribution of the health products to the last mile to the end users. In partnership with the MoHCC, NatPharm and other stakeholders in the country, there are ongoing efforts to strengthen the in-country supply chain systems to ensure that health products are accounted for and kept under recommended conditions and adequately delivered according to the programmatic needs.

In order to provide strategic planning, programmatic and operational management, and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established. Under the overall guidance of the Project Coordinator and direct supervision of the Head of Operations, PSM Specialist will ensure that all procurement and in-country supply chain activities are completed in compliance with rules and procedures with appropriate documentation that ensure best value for money and reflect UNDP efficiencies. S/He will work closely with national stakeholders to coordinate procurement of quality assured health products, implement systems strengthening activities, including capacity development interventions. The PSM Specialist will lead PSM operations addressing programmatic needs, managing PSM risks and introduce appropriate

mitigation measures, with effective collaboration to audits and timely implementation of audit recommendations. The PSM Specialist is responsible for managing a team of procurement and supply chain professionals to ensure effective PSM operations. S/he will promote a collaborative, client-oriented approach, ensuring integrated approach across functional areas of the PMU and support integration of capacity building and health system strengthening activities.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration

Key Duties and Accountabilities include:

Ensure strategic leadership, planning and effective management and oversight of Global Fund funded procurement and supply chain management activities for health products and for other commodities and services focusing on the achievement of the following results:

• Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system. In coordination with the Operation Manager and the Project Coordinator, manages the procurement and supply chain team to ensure UNDP is resourced to deliver its commitments, fostering diversity, equity and inclusion and builds the technical, managerial and leadership capacity of staff for promotion of organizational excellence;
• Ensures strong collaboration with UNDP regional and headquarters, Bureau of Management Services, and the GF/HIST team (including the Quality Assurance Advisor) towards implementing efficiently procurement and supply chain management activities for health products and achieving the programmatic objectives of the grant.
• Ensures the GF Procurement business processes mapping and elaboration/ enhancement of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office.
• Conceptualizes, elaborates, and implements of contract strategy for the GF funded procurement including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
• Conceptualizes, elaborates, and implements the strategic procurement for the GF including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Leads substantive monitoring of procurement and supply chain for health products and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective actions to ensure timely supply of health products to achieve the grant programmatic objectives according to international standards.
• Collaborates with Ministry of Health and Child Care (MOHCC) and other PSM partners on supply planning and quantification processes for health commodities, stock and consumption monitoring and all other aspects related to supply chain management including the Support Services (Fund Administration).
• Leads on the engagement with the Global Fund PSM Specialist and develops a strong professional relationship based upon mutual trust and respect and supports during missions.
• Leads on the coordination, building strategic partnerships and maintains strong working relationships with the MoHCC, NatPharm, programme implementers, national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products.
• Supports the national procurement planning processes (including quantification) for the programmes based on evidence gained
• Leads on developing funding requests to complement UNDP’s PR role with other health and development activities and the development of project documents and initiation of the programmes in the context of procurement and supply chain management of health products, including logistical management information systems, waste management etc.

Ensure proactive and efficient procurement and health product management, oversight, and a robust risk management approach for the GF project, focusing on achievement of the following results:

• Leads on the timely preparation of quality procurement and supply chain management documents and reports required by the donor, including procurement and supply management plans, quality control plans and supports the Project Coordinator in the negotiation of grant agreements and Fund Administration agreements and timely reprogramming requests and identification of cost savings;.
• Establishes and implements proper monitoring system and control of procurement processes including organization of tender documents, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations and according to established and up to date SOPs.
• Elaborates and implements the internal control system which ensures that Purchase Orders (PO) are duly prepared, approved in Quantum and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems.
• Supports the Operations Manager in the preparation of audits in the area of procurement and supply chain, including quality control activities, reviews of audits documents and contributes to the development of recommendations related to PSM and ensures timely implementation and regular reporting as required of agreed audits recommendations.
• Supports the Operations Manager in leading the in developing a strategy for appropriate integration of UNDP / GF procurement activities with those of other agencies (including WHO, UNICEF, etc.), and towards strengthening Governmental /Ministry of Health capacity and provides support and guidance to all stakeholders in procurement at all stages of the procurement cycle, including Support Services (Fund Administration) where appropriate; Ensures development and implementation of sustainable PSM related system strengthening activities
• Provides strategic policy and technical advice to the national stakeholders, implementing partners at all stages of the PSM cycle and to the last mile and the Support Services (Fund Administration).
• Participate in meetings and technical committees of the Country Coordinating Mechanism (CCM), national disease programmes, coordinating mechanism such as technical steering committee, as required.
• Leads the development and/or review of tools, processes and systems for the planning, management, and monitoring of procurement activities in order to meet Sub-Recipients’ needs and UNDP’s deliverables vis-à-vis the Global Fund.
• Oversee the preparation of procurement related documents, including contracts, communications, guidelines, instructions etc.; and
• Oversees adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations.

Ensure effective support to MoHCC as Principal Recipient (PR) ensuring compliance with the Fund Administrator Agreement between UNDP and the Global Fund focusing on the achievement of the following results:

• Manages UNDP support to assess whether non-health procurement by the PR is done in compliance with Article 5 of the Grant Regulations (2014) of the Grant Agreement, international standards, applicable domestic regulations, and the Procedures Manual.
• Ensures review of all tender documents for local or international tenders, developed by the PR; provides recommendations for each procurement conducted by the PR, with copy to the Global Fund, prior to issuance of a contract.
• Leads in providing support to PR procurement by assessing whether an annual procurement plan is developed with specified methods of procurement per product or service; and assessing whether procurement is conducted in accordance with the annual procurement plan;
• Ensures timely procurement of goods and services where UNDP has been requested by the PR and approved by the Global Fund, in accordance with all applicable UNDP rules, policies and procedures, as well as Procurement Plan and Budget agreed with the PR.
• Contributes to the timely development of the quarterly reports to the Global Fund and the Principal Recipient as per the Fund Administrator Agreement.

Ensure development and implementation of sustainable PSM related system strengthening activities, in the area of logistic information system, storage and distribution systems and regulatory services for health products and capacity building focusing on achievement of the following results:

• Leads on the engagement with the NAC, MoHCC, implementing partners, UN entities, donor and technical partners to strengthen national systems and health institutions, in the area of procurement and supply management, medicines regulations and medical laboratory services, including logistic information system, sustainable and optimized procurement storage, distribution and waste management systems and services for health products, developing, monitoring and amending improvement plans;
• Leads on the engagement with national partners and oversees the development of capacity development strategies to support national entities in the area of pharmaceutical management, procurement and supply chain management, including logistic information system, sustainable storage and distribution systems and services for health products and ensuring access to appropriate tools and resources ensuring coordination with other donor initiatives.
• Ensures Sub-recipients are well advised on procurement issues throughout the grant life cycle to ensure procurement plans are adequately scheduled, budgeted, and comply with contracts and is in line with UNDP rules, policies, and procedures.
• Identifies and supports development of communications (print, video) highlighting key programme achievements, best practices, and lessons learnt and contributes to information sharing with the Ministry of Health, implementing partners, CSOs, UN entities, financial and technical partners, the GF and the CCM; and
• Actively participates in UNDP and other relevant external networks to promote the programmes and UNDP’s health and development work (e.g., conferences, community of practice, Yammer) and represents UNDP in relevant technical meetings, working groups at country, regional and global level and gathers lessons learnt to apply to the programmes in the area of procurement and supply chain management.

Facilitate procurement knowledge building and knowledge sharing in CO, Region, UNDP, and UN:

• Organize procurement training for the operations and project personnel
• Organize procurement training for vendors on e-procurement modules.
• Organize procurement training, as required, for government staff.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice. Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.

Other duties:

• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities:

• Manage and supervise PSM team.

QUALIFICATIONS

Education:

• Advanced university degree (master's degree or equivalent) in Procurement with a background in Pharmacy, Economics, Business Administration, Health, Public Administration, or any development related field is required. Or
• A first level university degree (bachelor’s degree) in the areas stated above, in combination of 2 years of qualifying experience will be given due consideration in lieu of the advanced degree.
• CIPS level 4 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience, Knowledge, and Skills:

• Minimum of 7 years (with master’s degree) or 9 years (with bachelor’s degree) professional experience, which includes three years in international experience in public procurement and supply chain management of health products is required.
• Knowledge and experience of working with the Global Fund in the area of procurement and supply chain management of health products is an asset.
• Experience of UN or UNDP procurement policies and procedures is an asset.
• Work experience in supply chain management in Sub-Saharan Africa is an asset.
• Demonstrated experience in developing and managing effective partnerships with governments in procurement and supply chain management of health products is an asset.
• Demonstrated experience in building capacity of national entities in the area of procurement and supply chain management of health products is an asset.
• Experience supervising or managing teams within a procurement context is an asset.

Language Requirements:

• Fluency in oral and written English is required.

COMPETENCIES

Core Competencies:

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility: LEVEL 4: Proactively initiate/lead organizational change, champion new systems/processes
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

People Management Competencies:

• UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical Competencies:

Procurement: Strategic Sourcing

• Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Procurement: Category Management

• Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.

Procurement: Data Analysis

• Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.

Procurement: Stakeholder Management

• Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Business Direction & Strategy: System Thinking

Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Business Management: Portfolio Management

• Ability to select, prioritise and control the organization's programmes and projects in line with its strategic objectives and capacity
• Ability to balance the implementation of change initiatives with regular activities for optimal return on investment.
• Knowledge and understanding of key principles of project, programme, and portfolio management.

Business Management: Risk Management

• Identify and organize action around reducing, mitigating and proactively managing risks.

Equal Opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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