Procurement Supply Management Officer, Luanda 138 views0 applications


Background

In Angola, the United Nations Development Programme (UNDP) currently acts as Principal Recipient for the Global Fund’s HIV grant, in partnership with the Ministry of Health (MoH) through the National HIV/Aids Institute (INLS) as well as international and national NGOs. UNDP’s PR role is also exercised in coordination with other MoH development partners such as UN agencies and bilateral aid agencies. In its role as PR, UNDP reports to the Country Coordination Mechanism (CCM).

In June 2018, the Global Fund allocated further resources for the Angola’s HIV response for the 2018-2021 period, for which UNDP will continue to act as Principal Recipient. The Grant’s main areas of interventions include HIV Prevention with Key Populations; Prevention of mother-to-child transmission of HIV; Access to and Retention in Antiretroviral Treatment. Sub-Recipient management alongside the procurement, distribution and quality assurance of health products will feature among UNDP’s key responsibilities as PR. Implementation of the INLS Capacity Development Plan, including strengthening the national HIV information system, and the national procurement and supply management systems, will also be pursued during the grant implementation period.

Under the supervision of the Project Coordinator, the Procurement and Supply Management Officer ensures and contributes to the UNDP Project Management Unit (PMU) to deliver in a timely and quality assured manner on the Grant Performance Framework targets, comply with UNDP and Global Fund rules and regulations, while developing national capacities in disease programme management.

Duties and Responsibilities

The Procurment and Supply Management Officer (PSM) Officer will:

1) Lead the execution of the procurement function within the UNDP/Global Fund Project, focusing on the following:

Develop and monitor the implementation of UNDP/Global Fund Project’s Health and Non-Health Procurement Plans (goods, services and civil works);

Ensure adequate synergies between Government and Global Fund-funded health procurement conducted by UNDP;

Execute the Plans in liaison with the INLS, the PMU team, UNDP Procurement Support and Global Procurement Units and suppliers;

Ensure procurement is executed in line with the requirements of the Global Fund quality assurance policies;

Monitor and support the issuance of Requests for Quotations, assess cost estimates done by Logistics Assistant and make recommendations; monitor and close Purchase Orders raised by Logistics Assistant;

Develop, introduce and monitor key performance indicators for UNDP/GF health procurement function;

Assess suppliers´ performance and provide feedback to UNDP management;

Identify and communicate risk areas in particular the risk of deviation from the procurement plan to avoid delays, over expenditure and loss of funds; formulate and implementation risk assurance measures;

Ensure PMU compliance with UNDP procurement rules and regulations as well as the Global Fund policies;

Collect procurement data (quantities, prices, etc.) for the purposes of reporting to the INLS (when required) and the Global Fund (PQR, PUDR and when required); document and communicate on lessons learned;

Address queries raised by INLS, the Global Fund or the Local Fund Agent on UNDP PSM data;

In coordination with UNDP country office procurement unit, ensure swift processing of customs clearance-related procedures for products procured by UNDP/Global Fund Project’s; Make sure temperature monitoring is applied and reported to UNDP Procurement Support;

Contribute to periodic UNDP reports for the CCM, UN Joint Team on HIV/aids, the UN Country Team, bilateral partners, Civil society and the general public as and when necessary;

Ensure comprehensive archiving of health and non-health procurement-related documentation from UNDP/Global Fund Project’s (Purchase Orders, Contracts, Delivery Notes etc.);

Manage the PSM team within the PMU: work planning, human resources management

Implement supply chain-related recommendations from internal and external audits assuring that corrective measures are taken, when necessary;

Manage UNDP-procured assets including asset inventory and reporting;

Support the overall UNDP Country Office Angola procurement and management function as an when required.

2) Support the INLS in the supply management of HIV health commodities focusing on the following:

Co-represent UNDP in the National HIV Quantification Committee; contribute effectively to national quantification efforts, including report writing;

Develop or update the list of health products based on quantification exercises, when required;

Ensure monitoring by UNDP/Global Fund Project personnel of good storage and distribution conditions at central and peripheral level, in coordination with INLS, in particular for temperature monitoring and control, stock control and deviations, and verification of storage conditions;

Oversee the execution of warehousing and distribution services; carry out spot check visits at the provider’s site; provide feedback internally or externally;

Analyse stock reports and distribution reports from the warehousing and distribution services provider; provide feedback internally or externally;

Liaise with INLS partners on stock situation and assess the risk of stock out and emergency order as well as risk of overstock and loss due expiry;

Process INLS requests for contracting and payment of the warehousing and distribution service provider;

Contribute to the line management of Global Fund-funded, INLS-based Logistics Assistant;

Develop, implement and monitor the execution of the Health Products Quality Assurance Plan, in collaboration with INLS PSM staff;

Develop and implement the plan for quality control of health products;

Ensure the timely execution of the Solar for Health Initiative, in liaison with Provincial authorities, the PMU team, the supplier and UNDP Global Procurement Unit;

Ensure adequate archiving of delivery notes, stock reports, stock monitoring visit reports at UNDP and INLS levels;

Implement supply chain-related recommendations from internal and external audits assuring that corrective measures are taken, when necessary.

3) Facilitates knowledge building and knowledge sharing in the area of procurement and supply management, focusing on the following:

Help identify and respond to capacity development needs expressed by the INLS;

Update, implement and report on the PSM component of INLS Capacity Development Plan

Contribute to the design, delivery and documentation of UNDP capacity development interventions in the area of PSM, including systems development;

Support the management and oversight of international or national technical assistance in PSM (Consultants);

Participate in national PSM efforts under the National PSM Strategic Plan; engage with Ministry of Health entities involved in PSM (DNME, CECOMA) and other national stakeholders (UN agencies, international and local organizations);

Collaborate and help coordinate UNDP’s efforts with those of other bilateral and multilateral partners on national PSM capacity development;

Support resource mobilisation efforts for national capacity development in PSM.

Impact of Results

The PSM Officer’s results will contribute to:

  • Sustained quality and timeliness of PSM data reported by UNDP as Principal Recipient and by Sub-Recipients
  • Enhanced PSM capacity for HIV programme at national level
  • Adequate dissemination of the UNDP/Global Fund programme results and lessons learned on procurement and supply management
  • Positive grant performance

Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Leadership and Self-Management:

  • Focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates excellent oral and written communication skills
  • Presentation skills
  • Builds strong relationships with clients and external actors
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities
  • Responds positively to critical feedback and differing points of view
  • Solicits feedback from staff about the impact of his/her own behavior

Planning, Organising and Multi-tasking

  • Organises and accurately complete multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
  • Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Development and Operational Effectiveness:

  • Able to perform a variety of specialized tasks related to managing data, reporting, technical and administrative services in support of programme activities
  • Able to provide input to business processes re-engineering, implementation of new system, including new IT based systems

Knowledge Management and Learning:

  • Shares knowledge and experience
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skill

Managing Documents, Correspondences and Reports

  • Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes, books and reports, using advanced word processing and presentation functions and basic database and spreadsheet software
  • Ability to produce accurate and well documented records, conforming to the required standard

Required Skills and Experience

Education:

  • Master’s degree in Pharmacy, Public Health, Economics, Business Administration, International Development, Public Administration, Social Sciences or any development related field and minimum of 2 years of professional experience in procurement and supply management

OR

  • Bachelor’s degree in Pharmacy, Public Health, Economics, Business Administration, International Development, Public Administration, Social Sciences or any development related field and minimum of 4 years of professional experience in procurement and supply management

Desirable:

  • Degree or training in procurement or supply management

Experience:

Essential:

  • 2 to 4 years professional experience in procurement and supply management
  • Experience in the use of tools and in complying with procedures and international standards for the procurement of goods and services
  • Experience in logistics management, including inventory management

Desirable:

  • Experience in health product quantification, forecasting or procurement
  • Experience in logistics / inventory management in the health sector

Language Requirements:

  • Good working knowledge of English, both written and verbal
  • Fluency in Portuguese, both written and verbal

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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0 USD Luanda CF 3201 Abc road Fixed Term , 40 hours per week United Nations Development Programme (UNDP)

Background

In Angola, the United Nations Development Programme (UNDP) currently acts as Principal Recipient for the Global Fund's HIV grant, in partnership with the Ministry of Health (MoH) through the National HIV/Aids Institute (INLS) as well as international and national NGOs. UNDP's PR role is also exercised in coordination with other MoH development partners such as UN agencies and bilateral aid agencies. In its role as PR, UNDP reports to the Country Coordination Mechanism (CCM).

In June 2018, the Global Fund allocated further resources for the Angola's HIV response for the 2018-2021 period, for which UNDP will continue to act as Principal Recipient. The Grant's main areas of interventions include HIV Prevention with Key Populations; Prevention of mother-to-child transmission of HIV; Access to and Retention in Antiretroviral Treatment. Sub-Recipient management alongside the procurement, distribution and quality assurance of health products will feature among UNDP's key responsibilities as PR. Implementation of the INLS Capacity Development Plan, including strengthening the national HIV information system, and the national procurement and supply management systems, will also be pursued during the grant implementation period.

Under the supervision of the Project Coordinator, the Procurement and Supply Management Officer ensures and contributes to the UNDP Project Management Unit (PMU) to deliver in a timely and quality assured manner on the Grant Performance Framework targets, comply with UNDP and Global Fund rules and regulations, while developing national capacities in disease programme management.

Duties and Responsibilities

The Procurment and Supply Management Officer (PSM) Officer will:

1) Lead the execution of the procurement function within the UNDP/Global Fund Project, focusing on the following:

Develop and monitor the implementation of UNDP/Global Fund Project's Health and Non-Health Procurement Plans (goods, services and civil works);

Ensure adequate synergies between Government and Global Fund-funded health procurement conducted by UNDP;

Execute the Plans in liaison with the INLS, the PMU team, UNDP Procurement Support and Global Procurement Units and suppliers;

Ensure procurement is executed in line with the requirements of the Global Fund quality assurance policies;

Monitor and support the issuance of Requests for Quotations, assess cost estimates done by Logistics Assistant and make recommendations; monitor and close Purchase Orders raised by Logistics Assistant;

Develop, introduce and monitor key performance indicators for UNDP/GF health procurement function;

Assess suppliers´ performance and provide feedback to UNDP management;

Identify and communicate risk areas in particular the risk of deviation from the procurement plan to avoid delays, over expenditure and loss of funds; formulate and implementation risk assurance measures;

Ensure PMU compliance with UNDP procurement rules and regulations as well as the Global Fund policies;

Collect procurement data (quantities, prices, etc.) for the purposes of reporting to the INLS (when required) and the Global Fund (PQR, PUDR and when required); document and communicate on lessons learned;

Address queries raised by INLS, the Global Fund or the Local Fund Agent on UNDP PSM data;

In coordination with UNDP country office procurement unit, ensure swift processing of customs clearance-related procedures for products procured by UNDP/Global Fund Project's; Make sure temperature monitoring is applied and reported to UNDP Procurement Support;

Contribute to periodic UNDP reports for the CCM, UN Joint Team on HIV/aids, the UN Country Team, bilateral partners, Civil society and the general public as and when necessary;

Ensure comprehensive archiving of health and non-health procurement-related documentation from UNDP/Global Fund Project's (Purchase Orders, Contracts, Delivery Notes etc.);

Manage the PSM team within the PMU: work planning, human resources management

Implement supply chain-related recommendations from internal and external audits assuring that corrective measures are taken, when necessary;

Manage UNDP-procured assets including asset inventory and reporting;

Support the overall UNDP Country Office Angola procurement and management function as an when required.

2) Support the INLS in the supply management of HIV health commodities focusing on the following:

Co-represent UNDP in the National HIV Quantification Committee; contribute effectively to national quantification efforts, including report writing;

Develop or update the list of health products based on quantification exercises, when required;

Ensure monitoring by UNDP/Global Fund Project personnel of good storage and distribution conditions at central and peripheral level, in coordination with INLS, in particular for temperature monitoring and control, stock control and deviations, and verification of storage conditions;

Oversee the execution of warehousing and distribution services; carry out spot check visits at the provider's site; provide feedback internally or externally;

Analyse stock reports and distribution reports from the warehousing and distribution services provider; provide feedback internally or externally;

Liaise with INLS partners on stock situation and assess the risk of stock out and emergency order as well as risk of overstock and loss due expiry;

Process INLS requests for contracting and payment of the warehousing and distribution service provider;

Contribute to the line management of Global Fund-funded, INLS-based Logistics Assistant;

Develop, implement and monitor the execution of the Health Products Quality Assurance Plan, in collaboration with INLS PSM staff;

Develop and implement the plan for quality control of health products;

Ensure the timely execution of the Solar for Health Initiative, in liaison with Provincial authorities, the PMU team, the supplier and UNDP Global Procurement Unit;

Ensure adequate archiving of delivery notes, stock reports, stock monitoring visit reports at UNDP and INLS levels;

Implement supply chain-related recommendations from internal and external audits assuring that corrective measures are taken, when necessary.

3) Facilitates knowledge building and knowledge sharing in the area of procurement and supply management, focusing on the following:

Help identify and respond to capacity development needs expressed by the INLS;

Update, implement and report on the PSM component of INLS Capacity Development Plan

Contribute to the design, delivery and documentation of UNDP capacity development interventions in the area of PSM, including systems development;

Support the management and oversight of international or national technical assistance in PSM (Consultants);

Participate in national PSM efforts under the National PSM Strategic Plan; engage with Ministry of Health entities involved in PSM (DNME, CECOMA) and other national stakeholders (UN agencies, international and local organizations);

Collaborate and help coordinate UNDP's efforts with those of other bilateral and multilateral partners on national PSM capacity development;

Support resource mobilisation efforts for national capacity development in PSM.

Impact of Results

The PSM Officer's results will contribute to:

  • Sustained quality and timeliness of PSM data reported by UNDP as Principal Recipient and by Sub-Recipients
  • Enhanced PSM capacity for HIV programme at national level
  • Adequate dissemination of the UNDP/Global Fund programme results and lessons learned on procurement and supply management
  • Positive grant performance

Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP's mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Leadership and Self-Management:

  • Focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates excellent oral and written communication skills
  • Presentation skills
  • Builds strong relationships with clients and external actors
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities
  • Responds positively to critical feedback and differing points of view
  • Solicits feedback from staff about the impact of his/her own behavior

Planning, Organising and Multi-tasking

  • Organises and accurately complete multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
  • Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Development and Operational Effectiveness:

  • Able to perform a variety of specialized tasks related to managing data, reporting, technical and administrative services in support of programme activities
  • Able to provide input to business processes re-engineering, implementation of new system, including new IT based systems

Knowledge Management and Learning:

  • Shares knowledge and experience
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skill

Managing Documents, Correspondences and Reports

  • Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes, books and reports, using advanced word processing and presentation functions and basic database and spreadsheet software
  • Ability to produce accurate and well documented records, conforming to the required standard

Required Skills and Experience

Education:

  • Master's degree in Pharmacy, Public Health, Economics, Business Administration, International Development, Public Administration, Social Sciences or any development related field and minimum of 2 years of professional experience in procurement and supply management

OR

  • Bachelor's degree in Pharmacy, Public Health, Economics, Business Administration, International Development, Public Administration, Social Sciences or any development related field and minimum of 4 years of professional experience in procurement and supply management

Desirable:

  • Degree or training in procurement or supply management

Experience:

Essential:

  • 2 to 4 years professional experience in procurement and supply management
  • Experience in the use of tools and in complying with procedures and international standards for the procurement of goods and services
  • Experience in logistics management, including inventory management

Desirable:

  • Experience in health product quantification, forecasting or procurement
  • Experience in logistics / inventory management in the health sector

Language Requirements:

  • Good working knowledge of English, both written and verbal
  • Fluency in Portuguese, both written and verbal

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

2019-03-01

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