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. UNDP is a lead agency in UNAIDS for addressing the dimensions of HIV and AIDS relating to human rights, gender, and sexual diversity. In addition, UNDP contributes to public health and development partnerships through collaborations with the Global Fund to Fight AIDS, Tuberculosis and Malaria (the ‘Global Fund’), Roll Back Malaria, Stop TB Partnerships, and special programmes on human reproduction and infectious diseases that disproportionately affect poor populations.

As part of its wider engagement with the United Nations, the Global Fund has partnered with UNDP since 2003 to ensure that grants are implemented, and services are delivered in countries facing complex challenges. The partnership focuses on three closely linked areas of work: implementation support as interim Principal Recipient (PR), capacity development, and policy engagement. UNDP was nominated as the PR by the Country Coordinating Mechanism in December 2014 for the multi-country Western Pacific grants (TB and HIV; and Malaria (Vanuatu)) (the ‘Multi-country Programmes’). The Global Fund approved the new Funding Request for 2024-2026 for 12 countries for HIV/TB and for Malaria for Vanuatu and extension of C19RM grant until 2024. For the implementation of the Multi-Country Programme, the UNDP Pacific Office has a Programme Management Unit (PMU) to coordinate and oversee the implementation and to ensure compliance of the terms and conditions of the grant agreements with the Global Fund and UNDP rules, policies and procedures. The PMU coordinates with the PIRMCCM, Government and CSOs, regional partners, the Global Fund and other key stakeholders in the health and development sector (bilateral, private sector) and technical assistance providers. UNDP as the principal Recipient undertakes consolidated regional procurement and supply chain management activities within the framework of the ‘Multi-Country Western Pacific Programme’ financed by the Global Fund to Fight AIDS, Tuberculosis and Malaria.

UNDP as the principal Recipient undertakes consolidated regional procurement and supply chain management activities within the framework of the ‘Western Pacific Multi-Country Programme’ financed by the Global Fund to Fight AIDS, Tuberculosis and Malaria.

Under the overall guidance and supervision of the UNDP Procurement & Supply Chain Management Analyst, the Project Warehouse Assistant, is responsible for warehouse management, receipt, inventory management and distribution of pharmaceuticals, health and non-health products procured by UNDP for the Grant.
The Project Warehouse Assistant ensures timely receipt, quality-controlled storage and distribution of the goods to HIV/TB/Malaria Programmes in the countries supported through the grant. Namely, these countries are Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of the Marshall Islands, Samoa, Tonga, Tuvalu, and Vanuatu.

The Project Warehouse Assistant also advises on minimum stock levels, order placing, and re-distribution, when necessary, to avoid stock-outs or overstocking. S/he works in close collaboration with the UNDP Project Management Unit; sub- recipients, customs agents, procurement agents and freight-forwarders promoting an efficient and ethical approach to ensure quality and sustainable results.

The Project Warehouse Assistant is responsible overall for receiving, warehousing, inventory management and distribution, ensuring that goods are timely received, stored in full compliance condition as per the manufacturer’s instructions and good storage practices; efficiently managed and reported; and dispatched appropriately.
Under the direct guidance and supervision of UNDP Procurement & Supply Chain Management Analyst, the Project Warehouse Assistant ensures efficient management of supply chain operations and associated logistics with the following responsibilities:
Ensures integration of supply chain management into the Programme implementation focusing on the achievement of the following results:

• Adequate planning and collaboration with CDP and freight clearing agents for receipt of pharmaceuticals health and non- health products.
• Receiving goods at the warehouse, including entry of quantity and quality control of all shipments arriving under UNDP contracts and confirming the good receipt by issuing certificates of receipt.

Ensures efficient supply chain management, including storage and distribution of commodities procured for the Programmes focusing on the following results:

• Storage of pharmaceuticals and health products in accordance with WHO Good Storage Practice and in compliance with manufacturer’s instructions for storage and handling.
• Inventory management, timely entry of records into inventory management system and monthly reporting.
• Monitoring stock levels and advising on low stock levels to avoid stock-outs or expiries.
• Monitoring expiries and disposal of expired items.
• Safeguarding measures to protect inventories from loss and damage as per the UNDP corporate regulations.
• Packing, re-packing and dispatching pharmaceuticals and health products to the supported countries in accordance with distribution plans and instructions provided by the UNDP Procurement & Supply Chain Management Analyst.
• Ensures compliance with FEFO principle at packing and dispatch.
• Ensures compliance with cold chain requirements for temperature sensitive items at all stages of receiving, storage, and distribution.
• Liaises with the freight forwarder nominated by UNDP for pick up and shipping consignments to the supported countries.
• To ensure the stock reports from Sub- recipients are received on a quarterly basis and the stock is distributed accordingly.

Ensures implementation of QA/QC activities focusing on the following results:

• Support monitoring visits performed by the UNDP Procurement & Supply Chain Management Analyst.
• Prepare reports on quantity deviations, if any.

• Monitoring warehouse maintenance and safety check on a monthly basis to ensure warehouse is in compliance with the UNDP warehouse standard.
• Providing monthly stock take reports for the warehouse stocks on discrepancies, near expiry and damaged items.
• Maintain a safe and clean space and environment for the storage of pharmaceuticals and health products.

Ensures facilitation of knowledge building and knowledge sharing focusing on the achievement of the following results:

• Participate in capacity development exercises in the areas of supply chain management.
• Maintain electronic and hard-copy files and records to ensure proper accountability.

Ensures proper and timely distribution of Health Products to Sub-Recipient Countries and CSOs:

• Raising invoices on mSupply accurately and efficiently including Commercial Invoice and Goods Receipt Note.
• Obtaining quotations from freight agents, evaluation, and request to raise LPO/ PO
• Forwarding Pre-alerts to Consignees, tracking shipments and following up on GRN submission.
• Prepare documentation required and submit it to Ministry of Foreign Affairs (MoFA) for FA608 approval for each shipment requiring clearance under duty and VAT exemption.
• Coordinate and execute all steps necessary to successfully receive and inspect incoming shipments.

Conducts local procurement of goods and services via the canvassing process within the Mico-purchasing threshold.

• Identify goods and services to procure.
• Initiating and completing Micro-canvassing process under the UNDP Procurement guidelines and policies, request to raise LPO/ PO and ensures items are received in a timely manner and initiating payment process.

Perform other relevant tasks as assigned by the UNDP Procurement & Supply Chain Management Analyst and the UNDP Programme Manager.

Institutional Arrangement

• The Project Warehouse Assistant will work under the direct guidance and supervision of the PSM Analyst and the overall supervision of the Programme Manager.
• S/he ensures timely receipt, quality-controlled storage, and distribution of the goods to HIV/TB programmes in the countries supported under the Grant. Namely, these countries are Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of the Marshall Islands, Samoa, Tonga, Tuvalu, and Vanuatu.
• The Project Warehouse Assistant also advises on minimum stock levels, order placing, and re-distribution, when necessary, to avoid stock-outs or overstocking. S/he works in close collaboration with UNDP Project Management Unit; sub-recipients, customs agents, procurement agents and freight-forwarders promoting efficient and ethical approach to ensure quality and sustainable results.

Cross-Functional & Technical competencies