Appel à candidature : PNUD recrute un(e) Analyste en gestion des achats et de la chaîne d’approvisionnement, Fidji.
Duties and Responsibilities
The Procurement and Supply Management Analyst will report to the Programme Manager
The Procurement and Supply Management Analyst will work in close collaboration with the PMU and Operations team at the UNDP Pacific Office in Fiji, PMU staff in Vanuatu and Samoa as well as national stakeholders, implementing partners, the GF (including Local Fund Agent), technical partners, UN entities, the GF/HIST and other UNDP units and programmes.
The scope of work of the Procurement and Supply Management Analyst is outlined below:
Ensures strategic leadership, programme planning and effective management and oversight of Global Fund programmes in the context of procurement and supply chain management for health products, focusing on achievement of the following results:
- Leads on the strategic planning, oversight and management of the procurement and supply chain management in compliance with UNDP’s rules, policies and procedures, the grant agreements and corporate agreements with the Global Fund ensuring integration across functional areas;
- Implement a client-orientated procurement management system including tender processing and evaluation, e-procurement, contractor appraisal, evaluation and negotiation of offers, contract and contractor management, legal considerations and payment conditions and, risk assessment;
- Leads substantive monitoring of procurement and supply chain management and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective action(s) to ensure consistent supply of health products and expiries with international standards;
Ensures proactive procurement management and oversight and controls are met and proactively performs risk assessments focusing on achievement of the following results:
- Leads on the timely preparation and implementation of quality procurement and supply chain management documents and reports required by the donor
- Ensures full compliance of procurement and management activities in line with UNDP’s rules, policies, procedures, and ensures SOPs are followed and validated by internal reviews;
- Ensures proper monitoring and control of procurement processes, expenditure tracking, including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation and review and certification of submissions to the Contracts, Assets and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
- Oversees logistical aspects of procurement, including selection of the most appropriate mode of transport, definition of appropriate incoterms, preparation of documentation to ensure a fast clearance process on arrival in country, insurance reporting obligations are met and communication with the freight forwarder agent;
- Manages Atlas tools, including creation of vendors, creation of POs, receipts of supplies and payments to suppliers;
- Leads on performing risk-based assessments, to manage UNDP procurement activities to continued access to needed products and services and prevent stock outs or expired products and develops and implements risk management matrix/plan with the procurement team and other PMU staff and implementing partners and ensures adequate oversight and support is provided, with timely incident reporting;
- Supervises and oversees adherence to contractual agreements, recommend amendments and contract extension, evaluate and record supplier performance and advise concerned parties with respect to contractual rights/obligations, including Service Providers and Sub-recipients (SR) and contribute to capacity assessment and submissions of value of money; and
- In coordination with Programme Manager, leads on addressing audits and investigations in the context of procurement and supply chain management and ensures timely follow up on management actions.
Ensures creation of strategic partnerships and resource mobilization efforts focusing on achievement of the following results:
- Leads on the coordination, building strategic partnerships and maintains strong working relationships with the 11 countries Ministry of Health, Civil Service Organisations, programme implementers, national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products;
- Technically supports the national procurement planning processes (including quantification) for the programmes based on evidence gained during implementation of the programmes;
- Maintains close co-ordination between the programmes and other health and development initiatives in the country, to promote partnership building and avoid duplication of procurement and supply chain management activities and to exchange critical and technical information and resolve implementation issues;
- 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; and
- 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, including logistical management information systems, waste management etc.
- Ensures provision of strategic policy advice and technical guidance in the context of procurement and supply chain management focusing on achievement of the following results:
- Provides strategic policy and technical advice to the national stakeholders, implementing partners and in procurement and chain management at all stages of the procurement cycle and to the last mile and make adjustments as necessary;
- Participates in meetings and technical committees of the Country Coordinating Mechanism (CCM), national disease programmes, coordinating mechanism, as required; and
Ensures sustainable PSM related system strengthening activities, including logistic information system, sustainable storage and distribution systems and capacity building and facilitation of knowledge building and sharing focusing on achievement of the following results:
- Engages with the Ministry of Health, SR, implementing partners, UN entities, financial and technical partners to strengthen national systems and health institutions, in the area of procurement and supply chain management, including logistic information system, sustainable procurement storage, distribution and waste management systems and services, 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 procurement and supply chain management, including logistic information system, sustainable storage and distribution systems and services 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 Federal Ministry of Health, SR implementing partners, 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 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.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Provides training and guidance to the PMU team and develops work plans and priorities, monitors achievements and evaluates performance of staff.
- Ensures knowledge sharing among the staff and initiating relevant trainings.
- Develops and implements capacity development exercises in the areas of procurement and supply chain management.
- Manages assets under GF Programmes in compliance with the UNDP Asset Management Rules and Regulations including but not limited to recording, coordinating and reconciling asset inventory including physical verification of asset on sites, asset transfer, disposal, write-off and synchronization of Asset Inventory and ATLAS.
- Maintains electronic and hardcopy files and records to ensure proper accountability.
Required Skills and Experience
- Master’s degree in Public Health, Pharmacy, Procurement, Supply Management, Business Administration,or related field OR a Bachelors degree in the related field.
- Masters with 2 years of progressive relevant experience in procurement and supply chain management including at least 1 years of international experience OR a Bachelors with 4 years of progressive relevant experience in procurement and supply chain management including at least 1 years of international experience
- Demonstrated work experience in a developing country.
- Demonstrated experience in developing and managing effective partnerships with governments in the area of procurement and supply chain management.
- Experience in the usage of computers and office software packages and advance knowledge of web-based management system for logistical management information systems.
- Knowledge and experience in working with the Global Fund in the area of procurement and supply chain management is an asset
- Demonstrated experience of UN or UNDP procurement policies and procedures is an asset
- Experience in liaising with procurement service partners. Demonstrated experience in building capacity of national entities in the area of procurement and supply chain management is an asset.
- More than 3 years of relevant experience at the national or international level in providing programmatic management advisory services, hands on experience in design, monitoring and evaluation of development projects.
Close on 7 Feb 2023