Under the guidance of the Administrative and Finance Analyst ensures implementation of the operational strategies and implementation of the project:

• Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control including planning, managing and technical support to the project staff.
• Organizes procurement processes for the GF Grants with international procurements agents and partners complying with Global Fund requirements for procurement of health and non-health products in accordance with the UNDP rules and procedures.
• Prepares and updates Health and non-health Procurement Action Plans for the grants in close collaboration with the with relevant programme staff to initiate and facilitate procurement processes as planned.
• Monitors implementation of PAPs with timely updates of utilization under the project budget lines for cost-efficiency and consistency with the Project Document and corresponding Annual Work Plan. Proposes activities to ensure cost effectiveness of interventions.
• Coordinates with UNDP CO and contractors to support to effective management of procurement contracts through establishing a contract monitoring tool and follow up as necessary.
• Organizes quality research of local and international markets for goods and services required for grant’s needs, including verification of products availability, price analysis and search for potential vendors.
• Prepares requests with all supporting documents including drafting contracts for issuance of Purchase orders, contracts,and other documents related to procurement of goods and services.
• Creates requisitions/cases/POs in Unall, Quantum system, budget check for requisitions.
• Implementation of effective maintenance of procurement records (regular filing, archiving, reporting) and timely and regular submission of originals to UNDP.
• Participates in the preparation to audit and including preparation of necessary documents; participate in the audit process and follow up actions.

Follows and implement the Global Fund requirements on procurement of health products:

• Cooperates with international procurements agents and partners (Global Procurement Unit, Global Drug Facility, UNICEF Procurement division, UNFPA Procurement Services Branch etc.) for procurement of pharmaceuticals, diagnostic products, laboratory equipment and supplies.
• Contributes to preparation of concept notes including QAP (Quality Assurance Plan),  Quality Control (QC) and other papers on relevant issues for final review and consideration of management and donors.
• Makes sure the products are compliant with the Global Fund Quality Assurance Policy. For procurement and supply chain management for health products – including quality assurance (QA), the Procurement Specialist will coordinate with and obtain technical support from the Pharmacist/P Specialist of the Project Implementation Unit.
• Cooperates with the UNDP/CO/HQ to ensure timely delivery in accordance with the contract in order to avoid stock out or overstock situations. Regular update of shipment monitoring table and reconciliation of data with the suppliers to ensure timely delivery of goods and ensure proper supply management. Interacts with the suppliers, National Authorities and forwarders to ensure delivery in country, in compliance with the relevant incoterms.
• Cooperates with the Logistic Assistants to ensure timely customs clearance of goods by preparing and collecting official letters to/from state authorities and UNDP CO for obtaining import permissions in line with the national legislation and UNDP rules and procedures and clearing goods at customs terminals.
• Contributes in preparation of progress and disbursement reports to the Global Fund.

Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects and national partners:

• Contributes to further strengthening of the applications and tools aimed at improvement of the stock management, the Logistic Management Information System.
• Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects including organization of trainings for the operations/ projects/national partners staff on Procurement.
• Synthesis of lessons learnt and best practices to contribute to strengthening of national supply chain management.
• Interacts with and provides guidance for national partners and independent experts on developing of adequate specifications/terms of references for goods and services in line with the UNDP rules and procedures as well as review and adjustment as necessary.
• Contribute to the implementation of Risk Mitigation Plan prepared in response to the SR micro-assessment report (HACT).
• Perform any other related activities as required by UNDP CO and programme management.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning ofthe Office and the Organization.

Institutional Arrangement

The incumbent will directly report to the Administrative and Finance Analyst of the Global Fund project.

• Business Acumen:
  • Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.
• 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.
• Communication:
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Operations Management:
  • Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
• Strategic Sourcing:
  • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations.
• Supplier Management/Relationship Management
  • Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
• Contract Management:
  • Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.