Procurement Coordinator

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance and supports the results of UNDP’s 2022-2025 Strategic Plan, summarized in its “3x6x3” framework, including strengthening institutions to progressively deliver universal access to essential services based on Structural transformation, Building resilience and Leaving no-one behind. The HIV, Health and Development Group (HHD Group) within BPPS, is helping to contribute towards this outcome. The HIV and Health Strategy 2022-2025: ‘Connecting the Dots’ elaborates UNDP’s work on HIV and health in the context of the 2030 Agenda for Sustainable Development.

UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural, and economic determinants of HIV and health in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.

As a trusted, long-term partner with extensive operational experience, UNDP supports countries in the 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 provide support through various implementation modalities, including technical assistance, fund administration, 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.

Leveraging the expertise gained through the successful implementation of comprehensive international procurement for medicines, medical devices, consumables, and equipment targeting key and vulnerable populations under the HIV and TB grant in Belarus (2023-2024), GF and the Country Coordinating Mechanism (CCM) have strategically designated UNDP as Implementing Partner for procurement  activities under the HIV and TB grant in Belarus (2025-2027) and for the C19RM initiatives under the HIV and TB grant in Belarus (2023-2024).

Under the overall supervision of the Head of Partnership for SDG Financing and the Socio-Medical Unit (Programme Coordinator), the Procurement Coordinator will serve as the Project Manager for projects “Sustainable Procurement for Strengthening the National Systems of HIV and Tuberculosis Prevention, Treatment, Care, and Support in the Republic of Belarus” and “Global Fund COVID-19RM”. In this capacity, the Procurement Coordinator will oversee day-to-day management and decision-making, ensuring the timely and financially efficient delivery of agreed-upon results while providing technical and advisory support in the procurement of health and non-health products and services, as well as in supply chain management. This will be done in strict adherence to UNDP rules, policies, procedures, and corporate agreements with the Global Fund (GF). The Procurement Coordinator will work closely with the Ministry of Health, HIV and TB programs, international and national NGOs, national stakeholders, the GF (including the Local Fund Agent), the CCM, technical and UN partners, GF/HIST, and other UNDP programs.

Duties and Responsibilities

The Procurement Coordinator assumes overall responsibility for the successful implementation of Project activities and the achievement of planned project outputs.

Overall project coordination:

• Assume primary responsibility for the daily project coordination both organizational and substantive matters, budgeting, planning, controlling the project expenditures and general monitoring of the project;
• Coordinate project activities with other related technical assistance projects/programs in Belarus;
• Coordinate project activities to ensure project effective implementation and achievement of all the expected results in accordance with the UNDP Project Document in a cost-effective manner meeting the established internal and external deadlines;
• Supervise and coordinate the work of the project staff and subcontractors to ensure their results are in accordance with the Financial Agreement;
• Monitor risks and project impact indicators as per the project framework;
• Timely undertakes actions to eliminate/reduce risks and issues;
• Regularly inform Country Office on the risks and issues, and actions undertaken to eliminate/reduces these risks/issues;
• Assume overall responsibility for timely reporting on project in accordance with the respective UNDP requirements vis-à-vis indicators in the project framework as per the request of the CCM, GF and PR and timely submit project narrative annual and progress reports and also as per the request of the stakeholders;
• Ensure effective engagement with national stakeholders and knowledge transfer;
• Lead the knowledge generation through identification, documentation and dissemination of achievements, best practices and lessons learned directly linked to PSM.

Project procurement management:

• Coordinate planning, oversight and management of the procurement and supply chain activities for health products and non-health products and services in compliance with UNDP’s rules, policies and procedures, Global Fund procurement guidance, the grant agreements and corporate agreements with the Global Fund and PR ensuring integration across functional areas;
• Review of technical specifications and terms of reference received for their compliance with the UNDP procurement principles, rules and procedures;
• Lead on the coordination of PSM landscape with the national stakeholders to define TORs for health product procurement, reporting requirements and meetings to be held;
• Coordinate the development of the plan for the Supply chain arrangements for the warehousing, storage and effective distribution, using adequate logistic information system (LIS) for the health products to be procured under the GF Grants;
• Monitoring suppliers performance with respect to the quality and timely delivery of the goods and services;
• Elaboration and review of procurement monitoring tables and reports of the procurement progress;
• Leads on the preparation and update of the GF HPMT and the finalization of the PSM documentation including the HPAP and procurement request forms for health products and, procurement plan for non-health products and services, and budget, including all the logistic costs on the basis of the agreed PSM arrangements and value for money;
• Supervise the submission of the Insurance Declaration;
• Coordinate on the development and implementation of a Quality Assurance/quality control plan for health products;
• Coordinate preparation of the documents for Project audits and leads on the implementation of management actions;
• Liaise with UNDP Procurement Analyst in the CO on all policy related matters regarding procurement.

Facilitate procurement knowledge building and knowledge sharing:

• Participate in organizing procurement training for the project personnel;
• Organize procurement training for vendors;
• Synthesize lessons learned and best practices in procurement;
• Make contributions to knowledge networks and communities of practice.

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

Institutional Arrangement

The Procurement Coordinator will report to the Programme Analyst, and s/he will supervise the Project Team.

Competencies

Core Competencies

• Achieve Results:
  • LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively:
  • LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously:
  • LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility:
  • LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination:
  • LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner:
  • LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
• Enable Diversity and Inclusion:
  • LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical Competencies 

• Negotiation and Influence:
  • Reach a common understanding/agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create ‘win-win’ situations.
• Result-based Management:
  • Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results.
  • Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools.
• Partnerships Management:
  • Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.
• Risk Management:
  • Identify and organise action around mitigating and proactively managing risks.
• Contract Management:
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Sourcing:
  • Ability to find, evaluate and engage suppliers of goods and services.
• Health:
  • Support to Global Fund and other Health Programmes.

Required Skills and Experience

Education:

• Master’s degree in Pharmacy, Business Administration, Supply Chain, Public Health, Logistics, or any other related field is required, or;
• Bachelor’s degree in a relevant field in combination with additional 2 years of qualifying experience will be given due consideration in lieu of Master’s degree.
• CIPS level 3 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:

• Applicants with Master’s degree in a relevant field of study are not required to have professional work experience.
• Applicants with a Bachelor’s ;egree are required to have a minimum of two (2) years of relevant professional experience at the national or international level in public sector procurement management.

Required Skills: 

• Demonstrated experience in procurement and supply chain management of health products.
• Experience in building capacity of entities in the area of procurement and supply chain management, including leading and managing teams.

Desired Skills:

• Experience in building partnerships with local and international stakeholders;
• Procurement experience in development projects;
• Knowledge of UN/UNDP’s procurement rules, policies and procedures;
• Knowledge of Global Fund procurement and supply management rules, policies, and procedures;
• Display cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Demonstrate/safeguard ethics and integrity;
• A team player and contribute to teamwork.

Required Languages:

• Fluency in Russian and English is required.

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.

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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