Duties and Responsibilities
The main general responsibilities of the Procurement and Supplies Management (PSM) Associate:
Ensures administration and implementation of the operational strategies focusing on achievement of the following results:
• Ensues full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• Implements strategic procurement for GF funded health products, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management.
• Provides researched information for formulation and Implementation of contract strategy for GF including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
• Assists in the input of timely and proper preparation of procurement plans for the different GF grants and establishment of their deadlines
Organization of procurement processes focusing on achievement of the following results
• Prepares procurement plans for the office and projects and their implementation monitoring
• Organizes procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Prepares Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas
• Reviews of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Implements the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Implementation of sourcing strategy and e-procurement tools
• Develops and update the rosters of suppliers, implementation of supplier selection and evaluation
Organization of logistical services focusing on achievement of the following results:
• Organizes travels, including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys
• Performs any other roles as may be prescribed by the supervisor and the Project Manager
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results
• Organization of trainings for the operations/ projects staff on Procurement
• Synthesis of lessons learnt and best practices in Procurement
• Maintaining electronic and hardcopy files and records to ensure proper documentation.
• Maintaining up to date procurement tracking tool and report to PSM manager as and when needed
Qualifications and Experience
Required experience:
5 years of experience in Procurement and Supply Chain which includes at least 2 years of experience in pharmaceutical and medical procurement and logistics
• Experience of UN or UNDP procurement policies and procedures is an asset.
• Proven experience in working in high-pressure environments.
• Demonstrated experience in developing and managing effective partnerships with government counterparts is an asset.
• Usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages
Area(s) of expertise
Administration, Procurement and contracting, Logistics and Inventory
Languages
English, Level: Working knowledge, Required
Required education level
Bachelor degree or equivalent in Business management, Procurement and contracting, Logistics and Inventory
Competencies and values
Innovation:
• Ability to make new and useful ideas work
• Competency Level 3: Adapts deliverables to meet client needs
Leadership:
• Ability to persuade others to follow
• Competency Level 3: Proactively seeks and recognizes contributions of others
People Management:
• Ability to improve performance and satisfaction
• Competency Level 3: Appropriately involves team in different stages of work and decision-making
Communication:
• Ability to listen, adapt, persuade and transform
• Competency Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery:
• Ability to get things done while exercising good judgement
• Competency Level 3: Takes responsibility for addressing critical situations and delivering core value
Technical/Functional Competencies:
Procurement
• The ability to acquire goods, services or works from an outside external source.
• Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Contract Management
• Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
• Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Supply chain management of medicines and Health products
• Knowledge of supply chain management principles, methods, and ability to apply to strategic and/or practical situations
• Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Project Management
• Ability to plan, organize and control resources, procedures and protocols and to achieve specific goals
• Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Partnership
• Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships.
• Competency Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Risk Management
• Ability to identify and prioritize risks, and organize action around mitigating them
• Competency Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Desired additional skills and competencies
Knowledge Management
• Ability to efficiently handle and share information and knowledge
• Competency Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Capacity Development;
• Ability to strengthen and maintain the capabilities of individuals, societies, organizations and governments to set and achieve development objectives over time
• Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
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