Procurement and Supply Chain Analyst – UNDP

Job Description

Job Identification	16890
Locations	SUDAN
Posting Date	03/11/2024, 04:07 PM
Apply Before	03/25/2024, 04:07 PM
Grade	NPSA-9
Vacancy Type	National Personnel Service Agreement
Practice Area	Health
Bureau	Regional Bureau for Arab States
Education & Work Experience	Master’s Degree – 2 year(s) experience OR Bachelor’s Degree – 4 year(s) experience
Required Languages	Fluency in Arabic and English is Required
Vacancy Timeline	2 Weeks

Background

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 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 solutions to global and national development challenges to help empower lives and build resilient nations. 

As a trusted, long-term partner of The Global Fund (GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management. 

As the interim Principal Recipient for the Sudan GF programs to be implemented from 1 January 2024 to 31 December 2026, UNDP is responsible for the financial and programmatic management and the procurement of health products for the Global Fund HIV, TB  and C19RM grants to Sudan (the ‘Grants’) in coordination with the Federal Ministry of Health, national disease programs and technical partners for the achievement of program results and the effective use of grant resources.

To provide strategic planning, programmatic and operational management and oversight to the GF portfolio to achieve the defined program goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established. Under the overall supervision of the Procurement and Supply Management Specialist, the Procurement and Supply Chain Analyst will be responsible for needs identification and specification, forecasting, quantification and international and local procurement of health commodities under the UNDP grants, and coordinating international and local shipments for health commodities, including pre-clearance, clearance and delivery of consignments to the National Medicines and Supplies Fund (NMSF) warehouses at central and state level, in coordination with the Federal Ministry of Health, Disease Control Directorate (DCD), National Disease programs and other partners. The procurement and Supply Chain Analyst shall also be responsible for managing and updating the health products management template (HPMT) and detailed budgets associated with health commodities, and provide detailed analytical reports to inform management decision-making. 

Procurement and Supply Chain Analyst will be responsible for building strategic partnerships, providing policy and strategic technical guidance and engaging with partners to strengthen the national system for health commodity procurement and supply chain management.

Institutional Arrangement

The Procurement and Supply Chain Analyst shall report to the Procurement and Supply Management Specialist and shall supervise Procurement Associates and Supply Chain Associates. The Procurement and Supply Chain Analyst shall work and coordinate with the Federal Ministry of Health department’s Diseases Control Directorates and National programs, NMSF, NMBP, SSMO and State level health programs. The Procurement and Supply Chain Analyst shall engage with the Project Management Unit Colleagues, UNDP Country Office, Global Fund Country Team, Local Fund Agent, Global Fund Partnership Health Support Team, UNDP Global Procurement Team, and other UN agencies.     
 

Duties and Responsibilities

The scope of work of  Procurement and Supply Chain Analyst  is outlined below:

Conducts needs assessment, develops specifications, forecasts, and quantifies health commodities requirements, to update the health products management template (HPMT) and detailed budgets in coordination with the FMOH, DCD, NMSF and National program throughout the grant implementation cycle. 

• Reviews program requirements, conducts a needs assessment, develops specifications, forecasts, and quantifies health commodities requirements, utilizing program morbidity and mortality data, supply chain information and LMIS reports. 
• Participates in periodic PSM and program technical working group meetings to review the progress of program implementation, impact on procurement and supply chain chains, and follow up the implementation of the recommendations of the technical working groups. 
• Periodically reviews, updates and follows up the approval of the health products management template (HPMT) and detailed budgets based on the outcome of the periodic forecasting and quantifications, conducts budget variance analysis during grant negotiations

Effectively and efficiently plans and implements all approved international and local procurements of health commodities in coordination with the Global Fund Partnership Health Support Team PSM specialist, UNDP Global Procurement Unit, UNOPS/GDF, UNICEF and other local and international procurement partners and suppliers, while ensuring compliance to grant and UNDP procurement and operation policies and procedures.   

• Every quarter, prepares, updates, and disseminates annual procurements plans for health products, updates the Health Procurement Action Plan (HPAP),  
• Selects appropriate procurement methods, advises on the procurement strategy, prepares quality procurement documents, seeks review and approval of procurement documents, launches procurements, and timely responds to requests for clarifications, with optimal use of HPAP, UNALL and Quantum ERP systems. 
• Timely initiates and implements procurements for all planned health products procurements in line with the budget timelines and program requirements, and keeps track of the implementation, budget utilization, and budget variance.   
• Guides and mobilizes procurement evaluation teams, to ensure that bid evaluations are completed within the stipulated timelines outlined in the procurement strategy, and quality evaluation reports are prepared and signed by the evaluation teams.   
• Timely submits procurement cases to the relevant review committees, with accompanying Note to Files (NTF) and relevant supporting documents, that is, CAP, RACP & ACP, for final consent and recommendation for contract award.
• Identifies and proposes appropriate contracting strategies, develops and implements contract management plans, and monitors potential contract implementation risks.
• Prepares, updates, and disseminates periodic procurement tracking sheets summarizing the procurement plans, implementation status, contract management status, payment status and financial variance analysis (BvA). 
• Occasionally supports the procurement of non-health goods, services and works as may be requested by the supervisor. 

Organizes local and international shipments by scheduling deliveries in consideration of the in-country pipeline inventory, and current and future projected program performance, to avoid the excess stock, expiries and stock out, including the associated pre-clearance, clearance and delivery to the main warehouses. 

• Prepares and submits a periodic contract and shipment tracking sheet, summarizing awarded contracts for health products, delivery and payment status, and highlighting potential delayed deliveries and mitigation measures. 
• Collects, reviews and submits shipping documents for preclearance to the FMOH DCD Department, NMBP, and SSMO to ensure a seamless clearance process for all imported products, and shares shipment notifications with NMSF and Supply Chain team. 
• Coordinates clearing and forwarding process for health products from the port of entry to the NMSF main warehouse by supervising and coordinating with the UNDP Clearing Agent in a manner that prevents accrue of customs demurrage and damage to shipments. 
• Coordinates with the Supply team to collect Good Receiving Notes (GRN), timely initiates supplier payments as stipulated in the contract terms and conditions, releases performance bonds and preparation of vendor performance evaluation reports.   

Ensures timely preparation, analysis and submission of required PSM reports to FMOH, NMSF, UNDP, and GFPHST focusing on the achievement of the following results: 

• Work closely with FMOH/DCD, NMSF and PSM colleagues to ensure effective monitoring, timely development of reports (quarterly, annual, ad-hoc, etc.) and analysis of results of PSM activities to incorporate lessons learned into recommendations for improvement to be implemented by UNDP and partners.
• Ensure regular communication, verification of reports and timely feedback to FMOH and NMSF on the implementation of procurement and supply chain activities. 
• Maintain effective communication and collaboration with all concerned partners including FMOH, NMSF, GFATM, LFA and GFPHST.

Maintains a clean audit trail ensuring complete and accurate documentation of all procurement and supply chain processes, keeps adequate records, coordinates and responds to periodic procurement reviews, OAI audits and compliance checks, including facilitating LFA reviews for HPMT products under HIV and TB grant: 

• Prepare and submit all procurement and supply chain documents required for the procurement reviews, LFA review, OAI auditors and follow-up requests for clarifications and implementation of OAI recommendations.
• Minimize audit queries by ensuring 100% compliance of procurement processes to UNDP and GF Procurement and Finance policies and rules.

Supports the creation of partnerships and ensures harmonization of PSM interventions, focusing on the achievement of the following results: 

• Provides support in the creation of strategic partnerships and maintains effective communication channels with relevant PSM partners including NMSF and FMOH
• Actively engages and provides necessary support in the integration of UNDP, FMOH and NMSF with other partners and other programs in the FMOH.
• Implements procurement and supply chain management recommendations from the GF, OAI, OIG, and other internal and external audits by ensuring timely corrective measures are taken, and reported on time.

Knowledge Management 

• Prepares reports on activities, outputs and outcomes to meet internal UNDP requirements and for FMOH and the donor;
• Monitors and manages documentation on implementation of procurement and supply chain systems strengthening implementation process and using lessons learned to inform effective scale-up;
• Provides periodic status reports, annual reports, case studies, etc. promptly; 
• Prepares and makes presentations to UNDP and partners and engages in activities that aim at training and transfer of PSM knowledge to other team members and national counterparts. 

Competencies

Core competences
Achieve Results:	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies
Thematic Area	Name	Definition
Business Management	Communication	Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Business Management	Customer Satisfaction/    Client 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.
Procurement	Contract management	Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Business Direction & Strategy	System Thinking	Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Procurement	Financial analysis	Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.
Procurement	Procurement management	The ability to acquire goods, services or works from an outside external source
Procurement	Procure-to-pay	Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

Required Skills and Experience

Min. Academic Education requirements	Advanced University Degreee (Master’s degree or equivalent) in Pharmacy, Public Health, Health Economics, Supply chain management or Business Administration. OR A First Level University Degree (Bachelor degree) with additional 2 years of experience will be given due consideration in lieu of the advanced university degree. CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year
Min. years of relevant Work experience	Minimum  2 years (with Master`s degree) or 4 years (with Bachelor`s degree) of relevant professional experience, which includes procurement and supply chain management of health products.
Required  skills	Experience in the usage of computers and office software packages and advance knowledge of web-based management system for procurement and supply chain management
Desired skills in addition to the competencies covered in the Competencies section	Knowledge and experience in health products forecasting and quantification;  Knowledge and experience in health products procurement and supply chain management Sound knowledge of procurement and supply Chain reporting, data management of pharmaceuticals and health-related products and monitoring and evaluation. Demonstrated experience in developing and managing effective partnerships in the area of procurement and supply chain management of health products.  Knowledge and experience in working with the Ministry of Health or Global Fund grants in the areas of procurement and supply chain management of health products is an asset Knowledge and experience  in application of procurement rules and regulations for public procurement, United Nations or any donar funded programme is an added advantage.
Required Language(s)	Fluency in English and  Arabic, both written and oral is required
Professional Certificates	CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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