E-DRUG: Vacancy: Procurement & supplies management advisor (L4) - UNDP Southern Sudan
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Dear All,
Please find below the vacancy for Procurement and Supplies Management
Advisor (L4) within UNDP Southern Sudan.
This vacancy is also accessible through the following weblink:
http://jobs.undp.org/cj_view_job.cfm?job_id=8006
PROCUREMENT AND SUPPLIES MANAGEMENT ADVISOR
Location : Juba, Southern Sudan
Application Deadline : 20-Jan-09
Additional Category HIV/AIDS
Type of Contract : 200 Series
Post Number : 00037452
Post Level : L-4
Languages Required : English
Starting Date :
(date when the selected canditate is expected to start) 01-Feb-2009
Duration of Initial Contract : One Year
Expected Duration of Assignment : 2 years
Apply Now http://jobs.undp.org/cj_apply.cfm?job_id=8006
Background
UNDP is a key partner to the Global Fund to fight AIDS, Tuberculosis and
Malaria (GFATM) and is the UN agency assuming the role of Principal
Recipient of GFATM grants in Sudan with grants covering the entire
country, which is approximately US$93 million for five (5) projects. In
its role as Principal Recipient, UNDP is responsible for the financial
and programme management of the GFATM grant as well as procurement of
certain items and drugs. In all areas of implementation, UNDP provides
capacity development services to relevant institutions, sub-recipients
and implementing partners.
Under the general supervision of the Head of the HIV-AIDS Unit / GFATM *
Coordinator, and the direct supervision of the UNDP Head of Operations,
the Procurement and Supply Management (PSM) Advisor leads, is
responsible for the effective delivery of procurement services in order
to obtain programme targets. Supervises and coordinates activities of
the PSM Team to ensure the PSM Team work is adequately implemented.
The PSM Advisor supervises and leads the Procurement and Supply
Management Team. The PSM Advisor works in close collaboration with the
Global Fund Coordinator, the programme team, the finance team and the
monitoring and evaluation team and implementing partners to
successfully deliver procurement services.
* GFATM: the Global Fund to Fight AIDS, Tuberculosis and Malaria
Duties and Responsibilities
1. Ensures elaboration and implementation of operational strategies
focusing on achievement of the following results:
* Leads the PSM Team of the Global Fund's Project in planning and
implementation of all matters related to PSM activities
* Conceptualizes, elaborates the formulation and monitoring of the
planning instruments and ensures that the unit's activities are carried
out in the framework of the objectives of the Global Fund strategic plan
* Advises the Sub Recipients on proposals for procurement
services, ensuring that related responsibilities are adequately
designated; and that the time and the resource estimates are adequate
for the implementation of the proposal/procurement plan and compliance
with their contract;
* Oversees transparent and timely procurement processes for goods
and services complying with UNDP and Global Fund to fight AIDS,
Tuberculosis and Malaria (GFATM) guidelines;
* Advises and provides technical support to the asset management
and control in line with UNDP and GFATM rules and regulations;
* Takes the lead on developing a strategy for appropriate
integration of UNDP / GFATM PSM practices with those of other agencies
(including WHO, UNICEF, etc.), and towards strengthening Governmental /
Ministry of Health capacity for supply chain management
* Ensures full compliance of procurement activities with UN/UNDP
rules, regulations, policies and strategies; elaboration of the
effective internal control, proper design and functioning of a
client-oriented procurement management system.
* Establishes and implements of proper monitoring system and
control of procurement processes including organization of RFQ, ITB or
RFP, receipt and evaluation of quotations, bids or proposals,
negotiation of certain conditions of contracts in full compliance with
UNDP rules and regulation.
* Certifies submissions to the Contract, Asset and Procurement
Committee (CAP) and Advisory Committee on Procurement (ACP).
2. Ensures efficient management and leadership focusing on
achievement of the following results:
* Coaches, supervises and gives guidance to the PSM team
out-posted from the Procurement Unit into the HIV-AIDS unit.
* Participates in weekly meetings of the HIV-AIDS Unit management
team of the local office and of the Global Fund.
* Oversees timely and efficient delivery of services.
* Ensures the execution of the PSM requirements of the Global Fund
Program according to the Global Fund requirements and UNDP Policy
Guidance.
* Promotes and monitors the transparency of the PSM processes and
the use of international best practices, and oversees all steps.
* Ensures a smooth collaboration with other departments and
stakeholders.
* Promotes capacity building of the PSM team, Ministry of Health
and sub recipients.
* Provides technical input in the recruitment of new staff;
international and national, for the PSM team in liaison with the
Operations Manager.
* Participates actively in the budget revisions processes under
the supervision of the Head of HIV-AIDS Unit.
3. Ensures elaboration and implementation of quality control focusing
on achievement of the following results:
* Reviews the solicitation bases, criteria for evaluation,
specifications, and evaluation reports, and participates in negotiation
for contracts of high value and complexity.
* Guarantees the maintenance of documentation about the PSM
activities and elaborates reports in order to keep the office
representation and Global Fund Manager fully informed about the status
and results of the procurement activities.
* Advice and provide technical support to the improvement of data
management system for PSM activities.
* Promotes the incorporation of standard procurement forms in
collaboration with the Procurement Unit and the use of instruments for
planning and scheduling processes.
* In close collaboration with the Procurement Unit, promotes and
supervises compliance with the regulations established by the Local
Contracts Committee (CAP) and the Advisory Committee on Procurement
(ACP).
* Establishes control mechanisms and internal audit systems for
inventories.
* Implements recommendations from internal and external audits
ensuring that corrective measures are put into practice, when necessary.
* Development and management of the rosters of suppliers,
elaboration of supplier selection and evaluation, quality and
performance measurement mechanisms.
* Management of the e-procurement system.
4. Ensures facilitation of knowledge building and knowledge sharing in
the CO focusing on achievement of the following results:
* Organization of training for the operations/ projects staff on
Procurement and Supply Management.
* Organization of trainings for implementing partners on
Procurement and Supply Management as required.
* Synthesis of lessons learned and best practices in Procurement.
* Sound contributions to knowledge networks and communities of
practice.
Competencies
Corporate Competencies:
* Demonstrates integrity by modeling the UN's values and ethical
standards
* Promotes the vision, mission, and strategic goals of UNDP
* Displays cultural, gender, religion, race, nationality and age
sensitivity and adaptability
* Treats all people fairly without favoritism
Functional Competencies:
Management and Leadership
* Focuses on impact and result for the client and responds
positively to feedback
* Leads teams effectively and shows conflict resolution skills
* Consistently approaches work with energy and a positive,
constructive attitude
* Demonstrates strong oral and written communication skills
* Builds strong relationships with clients and external actors
* Remains calm, in control and good humored even under pressure
* Promotes an open atmosphere of mutual feedback and support
* Demonstrates openness to change and ability to manage
complexities
Client Orientation
* Ability to identify client's needs and appropriate solutions
* Ability to establish and maintain productive partnerships with
clients
Corporate Commitment
* Works to achieve the goals of UNDP as a whole, making
significant contributions to corporate priorities or initiatives led by
other UNDP offices and bureaux
Planning and Organizing
* Plans and prioritizes work activities to meet organizational
goals and organize and oversee work processes efficiently to achieve
quality results
Communication
* Communicates clearly and convincingly
* Demonstrates strong oral and written communication skills
Knowledge Management and Learning
* Promotes a knowledge sharing and learning culture in the office
* Empowers staff to address their development needs
* Ability to advocate and provide policy advice
* Actively works towards continuing personal learning and
development in one or more Practice Areas, acts on learning plan and
applies newly acquired skills
Required Skills and Experience
Education:
* Masters degree or equivalent in Procurement, Business
Administration, Finance, Economics or related field.
* Complimentary qualifications in social science, public health,
pharmacy, medicine or any development-related field of study an asset.
Experience:
* At least seven years professional experience in a field of
procurement, operations management or programmes dealing with the health
sector. Proven experience in managing teams.
* Solid experience in the management of people and systems in high
pressure environments.
* Field experience highly desirable as well as demonstrated
experience in procurement.
* Knowledge of and/or expertise of UNDP, WHO, GF, WB or another UN
agency procurement policies and procedures highly desirable.
* The procurement experience under GFATM project as the Principal
Recipient is strong asset.
* Proficiency in MS Office Suite.
* Knowledge of PeopleSoft/Oracle an asset.
Language requirements:
*Fluency in written and spoken English. Knowledge of another UN
language is desirable.
Ann Janssens
Ann.Janssens@undp.org