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.
In Zimbabwe UNDP is the Principal Recipient (PR) of the New Funding Model (NFM3) 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 TB and Malaria grants. UNDP-GF partnership under the new funding cycle (2021- 2023) aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan for the period 2021-2025.
In fulfilling the continued role of Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery. UNDP ‘s management role consists of implementing grants, ensuring financial accountability, and training of national and international counterparts on program management and financial accountability.
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 stakeholders in the country, there are ongoing efforts to strengthen the in- country supply chain systems to ensure that health products are accounted for and kept.
Duties and Responsibilities
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; -Guides and supports 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: -Guides and supports 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. Guides and supports 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 and facilitate knowledge sharing: -Maintains up to date electronic and hardcopy 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. -The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Qualifications and Experience
Education: -Advanced university degree (master’s degree or equivalent) in Logistics, Supply Chain, Pharmacy or related areas are required; Or -A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Experience: -Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience in pharmaceutical warehouse in inventory management is required.
Required Skills: -Proven skills and competences in project managing optimization, strengthening of pharmaceutical supply chain systems; -Experience with working with warehouse and ERP inventory management software like Navision or related software.
Desired skills in addition to the competencies covered in the Competencies section -Previous work experience in the UN/NGO environment is an added advantage; -Demonstrable experience with working with excel or related data management software would be an asset; -Experience with working with a UN agency or international organization would be an asset; -Demonstrated experience in working with people of different national and cultural backgrounds is an asset; -Demonstrated ability to effectively present information, including organizing and making presentations, and responding to questions from groups of managers, clients and suppliers is desired.
Required Language(s) -Fluency in English and Shona and/ or Ndebele is required.
Professional Certificates -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.
