UNDP - United Nations Development Programme
In the last decade, UNDP/Global Fund, USAID and other health partners have made significant contributions to strengthen the management of the supply chain of health products of the Republic of Zimbabwe. Several assessments were conducted in the recent years by UNDP, the Global Fund and other Health Development Partners, where issues relating to deficiencies of the Supply Chain, inventory management, and storage of health products were noted. The supply chain assessments have helped to define areas of NatPharm’ s operations that require to be improved.
While the country was hit by the Covid pandemic in the first quarter of 2020 with country wide lockdowns and major logistics constraints, there have been major achievements over the last 12 months in the implementation of the NatPharm optimization plan with the NatPharm management and the technical assistance provided by UNDP, Global Fund and the partners. Inventory of internal governance documents and regulations is completed. However, this work has expanded, to establish a comprehensive Document Registry. The NatPharm Internal Audit will serve as the custodian of the Registry and all the documentation. The next steps of the optimization project are to establish dynamic coordination with the MOHCC Logistics Unit, stronger supply chain analytics capacities, continuous improvement of the stock management process, with an expansion of the optimization work to all regional branches and sustaining the gains already made in improving warehouse inventory management at Harare warehouse.
1. Ensures that HIV, TB and Malaria heath products supported by the GF resources are managed as per the WHO guidelines, UNDP, Global Fund quality assurance policies and National regulation where applicable
- Periodically report on all aspects of good warehousing practice and the related quality assurance activities as well as challenges for immediate intervention;
- Assists NatPharm in monitoring, recording on Temperature and Humidity and making the necessary actions to keep the storage conditions as per manufacturers recommendations;
- Advises and assists NatPharm to adhere to WHO guidelines on good storage and distribution practice, Global Fund quality assurance policies and National regulation;
- Supports NatPharm in reporting and sharing information on quarantine items with relevant stakeholders to take actions;
- Assists NatPharm to ensure that the pharmaceutical waste is managed as per WHO and national standards and regular disposal of waste using efficiently the two installed incinerators.
2. Monitoring and assisting NatPharm to comply with the terms and conditions of the Sub-Recipient Agreement and National regulations.
- Assists in monitoring and reporting on the agreed SR/Harmonized KPIs as per the SR requirement;
- Supports and assist NatPharm to share all supportive documents to the periodical SR reports;
- Assists in PRs verification process on the KPIs and respond to the queries and request for clarifications.
3. Liaise closely with UNDP’s outsourced agents for Logistic support (WFP), UNDP recruited audit Firm for stock take and invoice verification to ensure timely execution of their assignments.
- Helps NatPharm to improve on timely updating the receipting records and NAV system;
- Gets all PODs from WFP and assist NatPharm in archiving and documents recall system;
- Follows up on the Audit firms (UNDP recruited audit Firm) recommendations and share progress update on monthly basis;
- Follows up on variances accountability in supply management through efficient receiving, Inspecting and reconcile discrepancies if any.
4. Periodically report to UNDP on receipt, stored and distributed HIV products, and doing the same with MOHCC on TB and Malaria products.
- Reviews and analyzes stock value and other reports from NatPharm before sharing with UNDP and MOHCC;
- Manages, assists, coordinates and reports monthly on all inventory management activities which is including but not limited to receiving, storing, distributing and incinerating;
- Assists and reports on managing and coordinating the GF Action Plan in the Management letters from the GF and PRs concerning NatPharm and invoice verification.
5. Assists in the implementation of the Master inventory management action plan and helping NatPharm to respond to GF local fund agent (LFA), the GF Office of investigation (OIG) and UNDP Office of Audit OAI.
- Maintains up to date electronic and hard-copy files and records to ensure proper documentation;
- Works with NatPharm to implement all agreed Auditors and reviewers’ recommendations and keep updating them as need be;
- Works with NatPharm to Facilitate audit and reviewers’ missions by responding and availing information and documents timely and precisely;
- Works with Supply chain and inventory management consultant and HP logistic and supply chain Specialist in addressing GF local fund agent (LFA), the GF Office of investigation (OIG) and UNDP Office of Audit OAI recommendations;
- Assist and coordinate with the Supply chain and inventory management consultant on issues related to inventory management and good warehousing practice;
- Facilitate any study aimed to improve NatPharm performance and participate actively in all training, workshops and steering committee related to this JD’s Function.
- 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
- Procurement management: Ability to make an independent judgement based on set criteria and benchmarks – Ability to anticipate client’s upcoming needs and concerns.
- UN Policy knowledge -ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
- Partnerships management: Ability to 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.
- Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
- Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
- Business management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy.
- Procurement management: The ability to acquire goods, services or works from an outside external source.
- Advanced degree (Masters or equivalent) in logistics, supply chain pharmacy or related area with 2 years’ experience; OR
- First degree (Bachelor’s) in pharmacy or other relevant field with 4 years’ experience.
- Minimum 2 years (Master’s degree) or 4 years (Bachelor’s degree) experience in pharmaceutical warehouse in inventory management;
- Proven skills and competences in project managing optimization, strengthening of pharmaceutical supply chain systems;
- Experience working with warehouse and ERP inventory management software like Navision or related software;
- Demonstrated experience in working with people of different national and cultural background;
- Basic knowledge and experience of other supply/ logistics software packages;
- Ability to effectively present information, including organizing and making presentations, and responding to questions from groups of managers, clients and suppliers;
- Previous work experience in the UN/INGO environment is an added advantage;
- Demonstratable experience with working with excel or related data management software would be an asset;
- Fluency in written and spoken English and working knowledge in Shona and/or Ndebele.
- At least a Diploma level certification in procurement and/or logistics.
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