Procurement and Supplies Management (PSM) & Logistics Associate
JOB DETAIL
In Zimbabwe, UNDP is the Principal Recipient (PR) for the HIV grant and is also providing Support Services (Fund Administration) to the Ministry of Health and Child Care (MoHCC) as the continuing PR for the Tuberculosis (TB) and Malaria grants. Additionally, UNDP has been designated the ‘CCM Funding Recipient’ responsible for receiving and Managing CCM funding on its behalf.
The HIV grant for 2024-2026 aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan, 2021-2026. For effective implementation of the Global Fund resources, UNDP Zimbabwe has established a separate Program Management Unit (PMU) within the Country Office that is responsible for the day-to-day overall programme management of the HIV grant.
Under the overall guidance of the Resident Representative and Deputy Resident Representatives, the PMU is responsible for a range of functions including coordination with country stakeholders (particularly the MoHCC and the National AIDS Council (NAC)), financial management and reporting, compliance with Global Fund and UNDP policies, rules and procedures risk management, procurement of health products, other goods and services, and strengthening the national pharmaceutical and laboratory supply chain systems, including the Solar for Health (S4H) initiative.
The Global Fund grant is implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the Global Fund and in close coordination with the national partners, including NAC, MoHCC, national disease programmes, NatPharm, NGOs, CSOs, communities, donors, technical partners and UN entities and the Global Fund (Local Fund Agent, (LFA)) and Country Coordinating Mechanism (CCM).
The PSM & Logistics Associate will promote a collaborative, client-oriented approach, ensuring integration across functional areas within the PMU and support the integration of capacity building and health system strengthening activities.
Institutional Arrangement
The PSM Associate (Logistics) will work under the overall guidance and oversight of the PSM Manager. Under the overall guidance and oversight of PSM Manager, the PSM Associate Logistics is responsible for the day-to-day logistic management of all health products procured by UNDP and delivered in the country. This will be done in accordance with UNDP rules, policies, and procedures, and working in partnership with national stakeholders, GlobalHealth Procurement Centre, and the GFPHST.
Scope of Work
The PSM & Logistics Associate will be responsible for the following functions:
Ensure the logistical services necessary for importation of goods are organized, timely and well documented.
- Prepare and update the delivery schedules of all commodities that are in the procurement plan for both health and non-health products.
- Collect, review and analyze shipment documents from suppliers for completeness in line with national requirements for importation of goods and other health products.
- Facilitate the importation of products procured by UNDP or through UNDP contracted vendors by providing to UNDP freight forwarders, custom clearing agents etc. all documents necessary for shipping goods into the country and clearing from the port of entry.
- Provide greenlight for shipment to commence taking into consideration the nature of the product, the mode of transport and ensure that all necessary documents are available at the time of greenlight to ensure timely clearance from the port of entry.
- Track the process of importation of goods from the time the documents for shipping are requested by the supplier to the time the goods are received at the final destination.
Ensure that all goods purchased by UNDP are appropriately stored and well recorded.
- Prepare and execute the logistics of receiving products at NatPharm, WFP and other warehouses as well as the final beneficiary.
- Ensure that all deliveries and reception of products into the country or being distributed by within the country are accompanied by the appropriate documentation and validated by proof of delivery.
- Ensure the review of all proof of deliveries to ensure that products received are in accordance with specifications and quantity and that any discrepancies are flagged and properly addressed by the supplier.
- File and update the proof of deliveries as often as they are obtained.
- Prepare quarterly report of logistics activities reports submitted to UNDP by stakeholders.
- Review all reports from sub recipients (WFP,NATPHARM etc) to ensure the accuracy of information provided by partners.
- Collects data loggers used during transportation of health products as appropriate and monitor temperature recording as per contractual agreements and according to SOPs.
- Work in close coordination with SRs and other PRs for the delivery of products at the NatPharm warehouses and at WFP warehouses as per the procedures with adequate documentation.
Ensure that a system exists for tracking all commodities received into the country to facilitate product tracing and recall.
- Maintaining electronic and hardcopy files and records to ensure proper documentation for all products received into the country.
- Develop, use and update regularly tracking tool to track all products ordered and received in the country by tracking details of the PO as well as details of the receipt record of the warehouse to ensuring that they are in alignment.
- Review the procurement overview from GFPHST and PSO teams as well as any other procurement agency outside UNDP to ensure that the procurement overviews are properly captured and complete.
- Pro-actively report and update on procurement status and spent analysis of products as captured in all procurement plans.
Collaboration with PMU colleagues
- Work with PSM team members to ensure that all procurements have the correct incoterm captured in the PO/Contract for the type of goods ordered.
- Ensure that all requests to facilitate products ordered by UNDP vendors are in respect of the incoterms.
- Work closely with asset management team to ensure the accuracy of inventory held at WFP and NatPharm.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results
- Supports development of communications (print, video) highlighting key programme achievements, dissemination of best practices, and lessons learn and contributes to information sharing with the NAC, MoHCC, implementing partners.
- Sounds contributions to knowledge networks and communities of practice.
- Identifies and formulate lessons learned and document best practices from evaluations and studies to be integrated into project reports; and
- Organization of trainings for the operations/ projects staff on procurement logistics.
Any other duty assigned by the PSM Manager.
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
- Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create ‘win-win’ situations.
- Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create ‘win-win’ situations.
Business Development
- Knowledge Generation: Ability to animate individuals and communities of contributors to participate and share, particularly external.
Business Management
- Risk Management: Ability to identify and organize action around mitigating and proactively managing risk.
Procurement
- Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
- Supplier / Relationship Management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
HIV, Health and Development
- Access to services: Knowledge of access to services, policy and principles and strategic and/or practical situations for communicable and non-communicable diseases.
- Secondary Education is required, OR
- University degree in Business, Economics, Pharmacy, Health, Public Administration, Supply Chain, Social Science or any development related field and/or a degree in Procurement will be given due consideration but is not a requirement.
- Specialized certification in procurement CIPS level 3 is an asset.
- Minimum of 7 years (with secondary education) or 4 years (with Master’s degree) of professional experience, national or international, in the area of health product; management, logistics, procurement or supply chain management is required.
Required skills.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management systems such as ERP.
- Experience in handling of web-based management systems.
Desired skills
- Experience of UN or UNDP procurement policies and procedures is an asset.
- Specialized certification in procurement, such as CIPS level 3 or above or in logistics is an asset.
- Demonstrated relevant experience in donor-funded health project is an asset.
- Demonstrated experience in developing and managing effective partnerships with government counterparts is an asset.
- Experience in the use of electronic LMIS or warehouse management softwaresystems is desired.
- Experience in planning, developing and managing logistics of health products and supplies is highly desired.
- Experience in working in a developing country is an asset.
- Familiarity of Global Fund policies and procedures is an asset.
- Experience in handling emergency health logistics and supplies an asset.
Required Language
- Fluency in English and good verbal and written skills and national language of the duty station is required.
