In January 2018, the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) approved the Program Continuation request of the Republic of Sudan funding of HIV/AIDS, and TB, under NFM-2 for the implementation period of 2018-2020, and in October 2020, the GF approved additional funding for the  implementation of NFM-3, UNDP and the GF have agreed on PR transitional measures which will enhance gradual transfer of the PR-ship roles of GF grants to the Ministry of Health.

In its role as Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies and service delivery as well as efficient monitoring and evaluation of grant implementation activities.  A dedicated Project Management Unit (GF-PMU) is set to manage implementation of GF-funded HIV and TB programs, support the FMOH in the procurement of Malaria Commodities, as well as COVID-19 supplies

The procurement of goods (including health products and non-health products) and services represents a major portion of expenditure of the GF programme. One of the key activities under Sudan grants is to strengthen the national health procurement and supply chain management system to ensure the safe and effective use of medicines for improved health standards. As part of these efforts the collection, analysis and monitoring of the data along the whole supply chain, until the last mile was identified as a key priority.

The UNDP/ Global Fund PMU is currently looking for a Supply Chain and eLMIS Associate  to support the Procurement and Supply chain management activities of Global Fund supported HIV/AIDS, TB and Malaria projects.

Under the overall guidance of the PSM Specialist and the direct supervision of Supply Chain Analyst, the Supply Chain and eLMIS Associate  works in close collaboration with the procurement, programme, finance, and monitoring and evaluations staff within the Global Fund Programme Management Unit (PMU), Sub-Recipients (SRs), NMSF, government counterparts and the Procurement Support Office in Copenhagen and  GF/HIST PSM Team.

Institutional Arrangement

The Supply Chain and eLMIS Associate shall report to the Supply Chain Management Analyst. The Supply Chain and eLMIS Associate shall work and coordinate with the Federal Ministry of Health departments, PHC and DCD Directorates, National programmes, NMSF, NMBP, SSMO and State level health programmes. The Supply Chain and eLMIS Associate shall engages 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.

The scope of work of  Supply Chain and eLMIS Associate is outlined below:

Participates in conducting periodic forecasting and quantification for medicines, health products and laboratory reagents, consumables and equipment for HIV, TB and Covid 19 grants. Initiate local and international procurements for commodities recommended for procurement through raising eRequisitions in UNALL, and other procurement tools. 

• Quarterly and bi-annual review of forecasts and quantifications for medicines, health products and laboratory reagents and consumables for HIV, TB and Covid 19 grants.
• Coordinate meetings of the National forecasting and quantification TWG for TB and HIV to validate results of forecasts and quantifications exercise, prepare and disseminate meeting minutes to stakeholders.
• Implement and follow up PSM recommendations arising from the quarterly and bi-annual review of forecasts and quantifications, grant making and reprogramming.
• Enter all procurement requisitions in UNAll prior to initiation of procurements.

Prepares and distributes monthly stock monitoring reports, with analysis of pipeline inventory at national, state level and service delivery points. 

• Prepare and distribute monthly Stock monitoring reports and Dashboards for HIV, TB, C19RM medicines and laboratory supplies.
• Extract and distribute end of month stock reports from the NMSF ERP, at both Federal and State level.
• Perform monthly analysis of stock in-hand, stock on-order, on-going procurements, program case enrolment trends, “NMSF issue data AMC”, to reach conclusions on products at risk of expiry, excess stock, stock out risks, slow moving or non-moving stock.
• Further, provide recommendations on product procurement plans and delivery scheduling.
• Review similar State levels reports submitted by the Supply Associate and incorporate in the national level reports.

Supervises and monitors receipts and inspection of inventory at the NMSF and state warehouse and updating of electronic inventory system by working closely with the NMSF warehouse management and the UNDP procurement team, and ensures timely payment to suppliers.

• Ensure that NMSF is notified in advance of all in-coming shipments for goods and agreement is reached on warehouses where the goods should be delivered.
• Monitor services of the UNDP clearing agent to ensure that goods are delivered within NMSF acceptable working hours and days, allowing sufficient time for offloading and releasing of cargo trucks.
• Supervise the timely and complete physical verification of delivered shipments and shipping documents, generation of GRNs, and that product prices and quantity discrepancies are reported to the PSM specialist.
• Working with Supply Chain Associate to coordinate the technical inspection of delivered goods, manage and report all quality related queries to the PSM specialist.
• Supports and validates that electronic inventory management systems are timely updated with correct and complete inventory information
• Timely enter eReceipts and ePayments in Quantum.
• Contribute to the review of monthly reports for overdue POs, pre-payments and pending settlement.

Ensure uninterrupted availability of core or essential medicines, health products and laboratory reagents, consumables and equipment for HIV, TB and Covid 19 grants at health facilities, with minimal expiry risks through proper distribution management.  Plan and implement supply chain spot checks aimed at providing information for PSM decision making 

• Access and review NMSF distribution plans, monitoring the implementation of distribution plans, identify and report potential red flags, such as, delayed distribution, partial deliveries, etc.
• Identify opportunities where UNDP can supplement the effort of NSMF to timely distribute health products to State NMSF, Localities or health facilities.
• Manage UNDP’s ad hoc distribution of health products from Federal NMSF to State NMSF, Localities or health facilities, to supplement efforts of NMSF.
• Establish and manage an electronic platform, either through emails, WhatsApp or toll-free lines, where health facilities can report to UNDP risks of stock out or expiry.
• Conduct periodic supply chain spot checks to assess the appropriateness of warehouses and stores for health products at all levels of the supply chain
• Conduct periodic supply chain spot checks to assessment the level of health products records management and LMIS implementation at all levels of the supply chain.

Leads and coordinates effort aimed at ensuring effective and efficient implementation of manual and electronics management information (eLMIS) for inventory management under the grants, including and not limited to the NMSF ERP and manual LMIS, eLMIS and DHIS2 implemented by the Federal Ministry of Health

• Attends all meetings organized by partners to discuss, plan and implement NMSF ERP and manual LMIS, eLMIS and DHIS2 implemented by the Federal Ministry of Health, and relays the meeting outcomes to the supervisor and project manager, including following up support required from UNDP,
• Plans and organizes data validation workshops and field visit aimed at assessing and documenting the quality of data in the management information systems, to ensure completeness and accuracy, including planning and implementing the associate capacity development activities.
• Follows-up and implements support provided by UNDP to the effective implementation of the NMSF ERP and manual LMIS, and Federal Ministry of Health eLMIS and DHIS2 systems, such as provision of internet services, ICT procurements, and others;
• Explores, shares, and implements alternative approaches for collecting patient information and consumption data from health facilities, such as, targeted supply chain spot checks.
• Manages the review and updating of the manual and electronic LMIS sytems and tools, forecasting and quantification of manual LMIS tools, order placement and distribution of tools to service delivery points.

Develops and implements an annual Quality Assurance Plan for essential health products for HIV, TB and C19RM. 

• Prepares and updates a QA plan for health products under the HIV, TB and C19RM grants.
• Supervising the implementation of the quarterly or bi-annual in-country sampling and quality assurance (QA) testing of selected health products under the HIV, TB and C19RM grants, and report QA findings to stakeholders.
• Work with NMSF and NMBP to establish or strengthening the existing system for Quality management of health products.
• Receives, leads the investigations and reporting of quality control and quality assurance queries within the supply chain.

Strengthen partnership between UNDP and stakeholders by identifying and pursuing opportunities for PSM partnership, active engagement in partnership meetings; and effective communication and reporting to stakeholders. 

• Leads the management of the contractual relationship between UNDP and NMSF, including verification and processing all payments related to the NMSF contract/MoU.
• Prepare and submit to the PSM specialist periodic PSM updates and reports as required by the GF CT and UNDP HIST/GPU, and actively participate in meetings organized by GF CT and UNDP HIST/GPU.
• Prepare and submit to the PSM Specialist periodic PSM updates and reports as may be requested from time to time by the CCM and CCM PSM sub-committee, and timely response to procurement requirements of CCM secretariate.
• Attend relevant meetings organized by the FMoH departments, DCD HIV and TB directorates, NMSF and NPHL and share summary meeting minutes with the PSM specialist.