job Description
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.
The United Nations Development Program (UNDP) is committed to ensuring workforce diversity in terms of gender, nationality and culture. People from minority groups, indigenous groups and people with disabilities are also encouraged to apply. All requests will be treated with the strictest confidentiality.
UNDP does not tolerate sexual exploitation and abuse, any form of harassment, including sexual harassment, and discrimination. All selected candidates will therefore be subject to rigorous reference and background checks.
In Zimbabwe, UNDP is the Principal Recipient (PR) for the HIV grant and is also providing Support Services (Fund Administration) to the Ministry of Health and Child Care (MoHCC) as the continuing PR for the Tuberculosis (TB) and Malaria grants. Additionally, UNDP has been designated the ‘CCM Funding Recipient’ responsible for receiving and Managing CCM funding on its behalf. The HIV grant for 2024-2026 aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan, 2021-2026. For effective implementation of the Global Fund resources, UNDP Zimbabwe has established a separate Program Management Unit (PMU) within the Country Office that is responsible for the day-to-day overall programme management of the HIV grant. Under the overall guidance of the Resident Representative and Deputy Resident Representatives, the PMU is responsible for a range of functions including coordination with country stakeholders (particularly the MoHCC and the National AIDS Council (NAC)), financial management and reporting, compliance with Global Fund and UNDP policies, rules and procedures risk management, procurement of health products, other goods and services, and strengthening the national pharmaceutical and laboratory supply chain systems, including the Solar for Health (S4H) initiative. The Global Fund grant is implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the Global Fund and in close coordination with the national partners, including NAC, MoHCC, national disease programmes, NatPharm, NGOs, CSOs, communities, donors, technical partners and UN entities and the Global Fund (Local Fund Agent, (LFA)) and Country Coordinating Mechanism (CCM).
Procurement and Supply Chain Management (PSM) of quality assured health products represents a major portion of the budget and expenditure of the Global Fund HIV programme to Zimbabwe. As the interim PR, UNDP’s responsibilities include proactive oversight over timely supply planning, procurement and adequate storage conditions and distribution of the health products to the last mile to the end users. In partnership with the MoHCC, NatPharm and other in country stakeholders, there are ongoing efforts to strengthen the in-country supply chain systems to ensure that health products are accounted for and kept under recommended conditions and adequately delivered according to the programmatic needs.
Duties and Responsibilities
Provide oversight on all health products’ inventory, logistics and supply chain processes at the health facility level:
-Ensure that all health products and equipment are delivered to the health facilities and received in proper manner;
-Ensure accountability in supply management through efficient receiving, inspecting and certifying function, and investigate and reconcile discrepancies, if any; at the level of health facilities;
-Review reports submitted by PSM stakeholders, Supply chain analyst and Service Agents, prepare monthly reconciliations, and follow up on discrepancies to close them with relevant agencies;
-Ensure that the health facilities store, distribute and maintain an efficient logistics management information system (LMIS) for health products and equipment following WHO’s Good Distribution Practices;
-Conducts spot checks and liaise with the national oversight/Monitoring and Evaluation body, when required;
-For all Health products at the facility level, review, reconcile and verify the receipt, distribution, inventory management, stock status and quality assurance and inventory reports submitted to UNDP, these activities to be carried out with full coordination with NatPharm and supply chain analyst;
-Provide advice and technical support to Sub-recipients (MoHCC, NatPharm and MCAZ) on storage and distribution good practices;
-Ensure that equipment is correctly installed, training is provided, and maintenance is implemented at warehouses and health facilities;
-In collaboration with supply chain analyst, manage and coordinate the implementation of action plans to address LFA, OAI and OIG recommendations;
-Together with the PSM Analyst, supervise the conduct of periodic stock take at NatPharm and selected Health facilities by the UNDP recruited audit firm.
Ensure effective supply chain management:
-Perform field visits to warehouses and health facilities to monitor the supply chain as per the Global Fund and UNDP rules and regulation;
-Conduct on-site data verification for supply chain reports and information submitted to UNDP;
-Develop a measurement and monitoring tool for selected supply chain KPIs, creation of dashboard to visualize KPIs and follow up on implementation;
-Liaise closely with UNDP and Public Works Engineers in the implementation of activities e.g. construction/renovations to improve storage spaces and conditions, installation of solar systems, etc. to strengthen supply chain system.
Ensure quality assurance of health products:
-Support the implementation of quality assurance activities according to the Quality Assurance Plan (QAP) as developed by the Quality Assurance Taskforce;
-Provide technical input into the QAP and health product specifications;
-Draft relevant audit responses for observations in the area of PSM and SR management;
-Perform other related duties as required.
Provision of fund administration service:
-Guide and support the implementation of ELMIS projects up to the health facility level;
-Guide and support the implementation of national waste management plan;
-Work with relevant parties to ensure health product safety and stock accountability at health facility level;
-Participate in all PSM stakeholders meeting and to technical support to mitigate risks of stock outs and overstock at health facility level.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
-Organization of trainings for the operations/ projects staff on PSM related activities;
-Synthesis of lessons learnt and best practices in PSM activities;
-Maintaining electronic and hardcopy files and records to ensure proper documentation;
-Maintaining up to date procurement tracking tool and report to PSM Specialist as and when needed.
-The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement:
Under the supervision of the Procurement and Supply Chain Management Specialist, Health Product Logistics/Supply Chain Specialist is responsible to provide oversight on all health products circulating in the country from product selection to use at the last mile. S/he will monitor the pipeline to ensure that throughout the supply chain quality assured health products are of sufficient quantity, are stored and distributed under appropriate conditions in line with good storage and distribution practices and that the products are ordered on time, and their use is reported appropriately. The HP Specialist will ensure compliance with the Global Fund, UNDP and national rules, policies, and procedures, and working in partnership with national stakeholders, and in close collaboration with the UNDP Global Health Procurement Centre, and the Global Fund Partnership and Health System Team (GFPHST).
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