United Nations Development Programme (UNDP)

Procurement & Supply Management Assistant

United Nations Development Programme (UNDP)

Job Description

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. The 2030 Agenda for Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanisation, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis, COVID.19), the growing burden of non-Communicable Diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing. UNDP’s partnership with the Global Fund (GF), in line with UNDP’s HIV, Health and Development Strategy 2016-2021: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2018-2021, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind. When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time. In Angola, the Ministry of Health and UNDP have had a long-standing, strategic partnership for health service delivery through Global Fund grants. Currently, UNDP is acting as the Principal Recipient for the 2018-2021 HIV Grant, in partnership with the National HIV/Aids Institute (INLS), other Government and Civil society partners. UNDP exercises its PR role in consultation with other UN agencies, bilateral donors and International Financing Institutions. In 2020-2021, UNDP will act as Principal Recipient for a consolidated HIV, malaria and tuberculosis Grant. Most of the interventions planned in this Grant will be implemented at national level and in priority provinces based on their epidemiological burden. However, a new sub-national approach will be introduced in Benguela province. Its objective is to expand the coverage of high quality HIV, malaria and tuberculosis services for the most vulnerable populations: pregnant women, children under 5, adolescent girls and young women and key populations. To that end, UNDP will intensify monitoring & evaluation, supply chain management and technical assistance efforts at all levels of the health system in Benguela province, including community, health facility and laboratories. Lessons learned from the Benguela sub-national approach will inform the next Global Fund Funding cycle in Angola. To help the UNDP Project Management Unit (PMU) deliver on the Grant expected results, UNDP Angola is recruiting a Procurement and Supply Management (PSM) Associate, based in Luanda, who will support the implementation of the PSM function within the PMU. Duties and Responsibilities Summary of Key Functions:
  • Support health procurement planning and reporting

  • Support the execution of UNDP/GF health procurement plans

  • Support national Capacity Development in PSM-related areas

  • Support the non-health procurement function within the PMU

Under the supervision of the Senior PSM Specialist, the PSM Assistant will: 1) Support health procurement planning and reporting within the UNDP PMU, specifically :
  • Support annual and quarterly quantification exercises through the review and filing of quantification reports

  • Support the development and implementation the UNDP/Global Fund Project’s Health Procurement Plans

  • Support the monitoring of purchase orders in UNDP’s accounting systems (ATLAS)

  • Help ensure the timely closure of purchase orders

  • Support the collection of procurement-related data for UNDP reporting purposes

  • Support the PSM team in responding to queries raised by UNDP, the Global Fund, its Local Fund Agent and the National Disease Programmes

  • Help implement PSM-related recommendations from audits

  • Support the documentation and dissemination of procurement-related success stories and lessons learned

2) Support the execution of UNDP/Global Fund health procurement plans, specifically :
  • Support the execution of administrative processes such as creating vendors, raising requisitions and purchase orders, processing invoices

  • Generate supporting documents required for customs clearance

  • Ensure comprehensive archiving of health and non-health procurement-related documentation from UNDP/Global Fund Project’s (RFQs, Purchase Orders, Contracts, Delivery Notes etc.)

  • Support the execution of the PSM monitoring plan

  • Collect and dispatch stock reports and distribution reports from the warehousing and distribution services provider

  • Support the organisation of inventory management monitoring visits

  • Support the administrative processes related to the payment of the warehousing and distribution service provider

  • Support the implementation of the UNDP/GF quality assurance plan, including the Solar for Health initiative and quality control

3) Support Capacity Building and knowledge sharing in the area of health procurement and supply management, specifically :
  • Organise the logistics of PSM capacity development events and travel

  • Support the contracting of international or national technical assistance in PSM (Consultants)

  • Support the documentation of UNDP-led capacity development interventions in the PSM area

4) Support the PMU’s non-health procurement function, specifically :
  • Support the implementation of UNDP’s non-health procurement plan

  • Support the documentation of selection processes including requests for proposals, bid evaluation; draft evaluation reports

  • Support the preparation of contracts and amendments for service providers and Consultants; process invoices

  • Support the archiving of non-health procurement-related documentation ((selection processes, contracts, reports etc.)

  • Support the implementation of non-health procurement-related recommendations from audits

  • Support the updating of UNDP asset register at UNDP and Sub-Recipient levels

  • Support the organisation of asset verification visits

Impact of Results The jobholder’s results will contribute to:
  • Timely access to procurement data required for UNDP planning and reporting processes

  • Timely processing of administrative processes related to health and non-health procurement, from vendor selection to the closure of Purchase Orders

  • Effective Asset Management

  • Systematic and comprehensive filing of critical supporting documents related to procurement processes

Competencies Core
  • Innovation: Ability to make new and useful ideas work

  • Leadership: Ability to persuade others to follow

  • People Management:Ability to improve performance and satisfaction

  • Communication:Ability to listen, adapt, persuade and transform

  • Delivery:Ability to get things done while exercising good judgement

  • Project Management: Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals

  • Risk Management: Ability to identify and prioritize risks, and organize action around mitigating them

  • Knowledge Management: Ability to capture, develop, share and effectively use information and knowledge

Required Skills and Experience Education: Required:
  • Bachelor’s degree in Pharmacy, Public Health, Economics, Business Administration, International Development, Public Administration, Social Sciences or any development related field

Desirable :
  • Degree, qualification or training in procurement or supply management

Experience: Required:
  • 2 years relevant professional experience in procurement and supply management

  • Experience with Office package and in particular Excel and Powerpoint

Desirable :
  • Experience in the use of tools and in complying with procedures and international standards for the procurement of goods and services

Language Requirements: Required:
  • Fluency in Portuguese, both written and verbal

  • Good Working knowledge in English, both written and verbal

Disclaimer Important applicant information All posts in the SC categories are subject to local recruitment. 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. Workforce diversity UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
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