Background
Diversity, Equity and Inclusion are core principles at 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.
Organizational Context:
As a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health programmes while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. UNDP partners with countries in crisis/post-crisis situations, those with weak institutional capacity or governance challenges, and countries under sanctions. When requested, UNDP acts as interim Principal Recipient (PR) in these settings, working with national partners and The Global Fund (GF) to improve management, implementation and oversight, while simultaneously developing national capacity for governments or local entities to be able to assume the PR role over time. Within the HIV & Health Group, the Global Fund Partnership and Health Systems Team (GFPHST) is a dedicated team providing support to UNDP Country Offices throughout the grant lifecycle. The support includes, programme management, monitoring and evaluation, financial management, procurement and supply chain management, capacity development and/or transition and sustainability planning and support to strategic policies and plans and funding proposals.
The HIV response in Cuba is based on a thorough epidemiological analysis that established the foundation for the strategic prioritization outlined in the National Strategic Plan. UNDP has assumed the role of PR for Global Fund grants since 2003. The current Global Fund- supported HIV programme, for the period 1 January 2024- 31 December 2026, aims to reduce HIV incidence and AIDS- related mortality by closing gaps in each of the cascade pillars of the prevention and care continuum, ensuring that key populations have timely access to effective and sustainable services for prevention, diagnosis, treatment and chronic care.
Position Purpose:
Under the overall guidance and direct supervision of the Project Manager for the Global Fund- supported HIV programme and working in close coordination with all members of the Project Management Unit (PMU), the Procurement Unit and other members of the Country Office, the Procurement Associate will support the achievement of a high level of procurement and supply chain performance. This will be done in accordance with UNDP rules, policies and procedures, GF grant agreements and corporate agreements with the GF, working in close coordination with national stakeholders, implementing partners, the GF (including Local Fund Agent), technical partners, UN entities, the GFPHST and other UNDP units and project teams. The Procurement Associate will promote a collaborative, client-oriented approach, ensuring integration across functional areas within the PMU and support to the integration of capacity building 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.
Duties and Responsibilities
1.) Support implementation of effective planning, management and oversight of procurement and supply chain management for health products, focusing on achievement of the following results:
- Support the strategic planning, oversight and management of the procurement and supply chain management for health products in compliance with UNDP’s rules, policies and procedures, the grant agreements and corporate agreements with the Global Fund ensuring integration across functional areas;
- Support substantive monitoring of procurement and supply chain management for health products and proactively participates 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;
- Ensure strong collaboration with UNDP regional and headquarters, Bureau of Management Services, and the GFPHST (including the Quality Assurance Advisor) in the context of procurement and supply chain management for health products for the Programs.
- Support on the timely preparation and implementation 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 Manager in the negotiation of grant agreements and timely reprogramming requests and identification of cost savings;
- Ensure full compliance of procurement and health products (including quality control, insurance) management activities in line with UNDP’s rules, policies, procedures, and ensures SOPs are followed;
- Participate in the Evaluation Committees to present cases to the different approval bodies.
- Management of Quantum tools including functions in relation with Suppliers and the raising of Purchase Orders.
- Follow up on the assigned procurement processes under the agreed procurement methods, establishing communication channels with the actors involved in the evaluation committees and contributing with their observations to ensure the best international practices in public procurement;
- Oversight of 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;
- Support on performing risk-based assessments, to manage UNDP procurement activities to continued access to needed products and services and prevent stock outs or expired health 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;
- Support on the supervision of adherence to contractual agreements, recommend amendments and contract extension, 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 for money;
- Support the preparation of the Progress Update and Disbursement request (PUDR), in accordance with the requirements for submission to the Global Fund.
- In coordination with the Project Manager, support in addressing audits and investigations outcomes in the context of procurement and supply chain management and ensures timely follow up on management actions.
2.) Supports the Project Manager with strategic partnerships focusing on achievement of the following results:
- Support on the coordination, building strategic partnerships and maintain strong working relationships with the Ministry of Health, 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) under the Programme based on evidence gained during it’s implementation;
- Ensures Sub-recipient(s) and service provider(s) 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;
- 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 of health products activities and to exchange critical and technical information and resolve implementation issues;
- Support the development of funding requests to complement UNDP’s PR role with other health and development activities and the development of project documents and initiation of the Programs in the context of procurement and supply chain management of health products, including logistical management information systems, waste management, etc.
3.) Facilitates procurement knowledge building and knowledge sharing, focusing on achievement of the following results:
- Support the capacity assessment process and capacity building of SRs and national entities in the area of procurement and supply chain management.
- Organize and deliver training for relevant programme and operations personnel and for SRs.
- Compile lessons learned and best practices.
- Provide sound contributions and support to knowledge networks, communities of practice, and digital knowledge platforms in the area of procurement and supply chain management.
Required Skills and Experience
Education:
- Secondary education is required.
- A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
- CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Experience:
- Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative, procurement and logistics experience at the national and international level is required.
- Experience in procurement of health products would be an advantage.
- Work experience in implementing health and/ or HIV/ AIDS programmes/ projects is an asset.
- Knowledge and experience with UN, UNDP or international organizations procurement policies and procedures is an asset.
- Procurement and supply chain management experience under Global Fund projects is an asset.
- Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP is required.
Language requirements
- Fluency in Spanish is required.
- Working knowledge of English is desired
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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