Procurement and Supply Manager

Published: 09.04.2021 12:58:56
Deadline: 23.04.2021 23:59:59 The deadline for applications has expired
Salary: According to the interview results
Location: Bishkek
Type of involvement: full time

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Information

Common information

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

he 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 HIV, Health and Development Strategy 2016-2021: ‘Connecting the Dots’ elaborates UNDP's work on HIV and health in the context of the 2030 Agenda for Sustainable Development. UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with other UN entities and international organizations. As a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health programmes while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time.

UNDP Kyrgyzstan was appointed by the Country Coordinating Mechanism (CCM) as the Principal Recipient (PR) for The Global Fund to fight AIDS, Tuberculosis and Malaria grants implementation in 2011. The UNDP Principal Recipient role was further extended by Country Coordinating Mechanism and Global Fund to the period 2021-2023. Since 2011, UNDP as PR has been working with national partners and The Global Fund to improve management, implementation and oversight of the HIV, TB and malaria programmes, while simultaneously developing national capacity of health institutions/Ministry of Health to assume the PR role over time. 

The PR role consists of ensuring successful implementation of approved work plan and budgets, achievement of Programme targets, goals and objectives, provision of timely and quality procurement services, effective oversight of the grant activities of the Sub-recipients and service providers, ensuring programmatic and financial accountability, and capacity building of national counterparts. The UNDP is responsible for the management and the coordination of the implementation of the Programme and providing oversight, and effective and transparent use of The Global Fund resources.  

Under the guidance and supervision of the Programme Manager, the Procurement and Supply Manager is responsible for implementation of the Procurement and Supply Management Plans for GF grant. He/she should ensure efficient and timely procurement and distribution of goods and services in line with UNDP rules and procedures and in compliance with the GF requirements related to quality assurance of pharmaceuticals and health products.

The Procurement and Supply Manager will supervise the procurement team and will work in close collaboration with the donor, national partners, international long-term agreement partners, UNDP Country Office and Headquarters staff.

The initial assignment is for 6 months, subject to further extension based on performance evaluation and budget availability

Qualification requirements

Required Skills and Experience

Education:

  • Master’s degree or equivalent in supply chain management, procurement, pharmacy, public/business administration, economics, finance, law, social sciences or another relevant field. Trainings in procurement confirmed by certificates.

Experience:

  • 7 years of relevant experience in procurement and supply chain management.
  • Experience in managing teams minimum 1 year.
  • Strong knowledge of the issues in the procurement supply chain and understanding of strategic planning and strategic management related to procurement.
  • Knowledge of UNDP/UN Procedures would be an advantage.
  • Procurement experience with the GF would be a strong advantage.
  • Experience in HIV and/or TB health sector procurement is an advantage.
  • Strong analytical and reporting skills.
  • Excellent knowledge of Excel and other MS office software packages (MS Word, etc.).
  • Client-, quality- and result-oriented approach.

Language requirements:

  • Fluency in English and Russian; knowledge of Kyrgyz is an asset

Duties

Duties and Responsibilities

Overall responsibility:

Manages and coordinates a PSM (Procurement and Supply Chain Management) technical team to ensure efficient planning and implementation of all procurement and supply chain management activities in the Global Fund grants managed by UNDP in Kyrgyzstan line with UNDP rules, policies and procedures and corporate agreements between UNDP and the Global Fund (the Project).

Specific Responsibilities: 

1. Team management and leadership:

  • Supervises, mentors, and evaluates a PSM team and ensures strong coordination between programme, finance and monitoring and evaluation staff team.
  • Creates a productive and motivating work environment for the team by promoting cooperation and teamwork across departments and functional areas (line with UNDP rules, policies and procedures).
  • Coordinates the workload and ensures quality control in all activities of the team under s/he supervision.
  • Coordinates with national stakeholders, including national programmes, technical partners and civil society organisations.

2. Technical

Ensures high performance of the Project in the following technical areas:

  1. Procurement
  • Ensures consistent compliance with relevant UNDP rules, policies and procedures and Global Fund and UNDP corporate agreements and GF procurement policies.
  • Prepares and updates of all procurement reports of the Project and presenting them to the Programme Manager and HIV/TB Coordinator on monthly basis.
  • Develops and updates procurement plans including costing, quality control, scheduling of shipments and distribution and reporting.
  • Ensures proper tendering and bidding procedures, including submissions to the Local Contracts Committee and the Advisory Committee on Procurement, when needed. Ensures quality review of submissions for the CAP, RACP and ACP.
  • Liaises with Country Office Procurement Associate on all policy related matters regarding procurement.
  • Ensures internal follow up of procurement and contracting activities.
  • Monitors timely contracting and delivery of goods, services and submission of invoices for payment within works plan and budget.
  • Reviews specifications, statement of works and terms of reference to ensure completeness, accuracy and compliance with quality standards.
  • Develops/strengthens tools for health-related and other products procurement planning and monitoring.
  • Monitors supplier’s performance with respect to the quality and timely delivery of goods and services and ensuring appropriate evaluation rating is done.
  • Ensures and promotes knowledge sharing among the procurement team of the GIU and initiates/supports relevant trainings.
  1. Supply chain management
  • Ensures a smooth supply chain, with focus on health products, to ensure that these products are constantly available to the patients and end-users, while at the same time reducing wastage.
  • Ensures proper warehouse management, with adherence to the WHO Good Storage
  • Practices, including regular insurance of the warehouse and procured goods at warehouses.
  • Supervises and strengthens a system of regular update of stock situation related to UNDP warehouse.
  • Ensures/supervising timely and accurate entries of the data (on procured goods) into 1C system.
  • Ensures/supervising timely preparation/submission of Inventory reports in line with UNDP HQ Inventory Guidelines.
  • Monitors implementation of distribution and logistics activities.

         с.Quality assurance

  • Ensures adherence to UNDP and GF quality assurance policies for health products.
  • Ensures timely development and implementation of Quality Assurance Plan.
  • Ensures that health products sampling and testing plans are elaborated, updated, and implemented.

          d. Monitoring of sub-recipients’ procurement and supply chain activities

  • Monitors and assesses Procurement and Supply Chain Management (PSM) capacities of Sub-recipients.
  • Develops and supervises the implementation of the action plan to close identified gaps.
  • Harmonizes procurement and supply management (PSM) practices of sub-recipients with the requirements of the UNDP and the GF in collaboration with the Programme team.
  • Develops a training plan/curriculum for the PR’s and sub-recipients' PSM staff and conducting trainings on GF procurement and supply chain management system.
  • Ensures accuracy of sub-recipients inventory and PSM information and safeguards measures implementation in order to eliminate fraud in collaboration with the Programme.
  • Ensures continuous support for the PSM staff of sub-recipient organizations.

          e.PSM performance monitoring

  • Defines key performance indicators (KPI) for the various PSM activities of the project, such as rate of On-Time In Full deliveries, Full stock availability etc.
  • Ensures continuous measurement and monitoring of the KPI.
  • Implements corrective actions if performance is not satisfactory.

3. Financial Management

  • Oversees financial flows related to procurement, supply chain and quality assurance.
  • Informs/notifies on regular basis the requesting units performing contract management functions at all project levels on contract lifetime, due dates and extensions if required.
  • Monitors of commitments made in UNDP Atlas system and preparation of regular reporting.
  • Performs functions in Atlas system as assigned by the UNDP management.

4. Others

  • Undertakes any other task as assigned by the Programme Manager/Deputy Programme Manager.
  • Ensures close collaboration with UNDP HQ Health Implementation support team (HIST) and regional bureau for all PSM related matters.
  • Partners and engages with other organizations and national entities involved in HIV and TB PSM activities.
  • Prepares for internal audits (Office and Audit and Investigations (OAI)) and ensures timely implementation of OAI PSM recommendations.
  • Ensures timely preparation of PSM section of Progress Updates (PU) to the Global Fund in coordination with programme, finance and M&E, including regular updating of the Price and Quality Reporting (PQR) when applicable.

About company

ПРООН является глобальной сетью ООН в области развития. Она выступает в поддержку преобразований и предоставляет странам доступ к источникам знаний, опыту и ресурсам в целях содействия улучшению жизни людей. Мы работаем в 177 странах, в том числе в Кыргызстане, взаимодействуя с ними в выработке их собственных решений по проблемам глобального и национального развития.

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