Procurement and Supply Management (PSM) Associate (Bié) Job at UNDP-United Nations Development Programme, Luanda, Angola

negotiable / YEAR Expires in 1 week

JOB DETAIL

Background

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.

The 2030 Agenda for Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanisation, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis, COVID.19), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.

UNDP’s partnership with the Global Fund (GF), in line with UNDP’s HIV, Health and Development Strategy 2016-2021: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2018-2021, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind.   When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time.

In Angola, the Ministry of Health and UNDP have had a long-standing, strategic partnership for health service delivery through Global Fund grants. Currently, UNDP is acting as the Principal Recipient for the consolidated HIV, Malaria and Tuberculosis 2018-2021. From July 2021 to June 2024, UNDP will act as Principal Recipient for a consolidated HIV, Malaria and Tuberculosis Grant.

Most of the interventions planned in this Grant will be implemented at national level and in priority provinces based on their epidemiological burden. A new sub-national approach, already introduced in Benguela in 2020-21, will be replicated in Bié province from 1 July 2024. Its objective is to expand the coverage of high-quality HIV, malaria and tuberculosis services for the most vulnerable populations: pregnant women, children under 5, adolescent girls and young women and key populations. To that end, UNDP will establish an office in Bié. The office will ensure that adequate grant management and implementation of activities are in line with the grant agreement and the sub-national approach.
To help the UNDP Project Management Unit (PMU) deliver in a timely and quality assured manner on the Grant Performance Framework targets, while complying with UNDP and Global Fund rules and regulations, UNDP Angola is recruiting a Project Manager to be based in Bié province.

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
Duties and Responsibilities

Support health procurement planning and reporting:

•     Contribute to annual and quarterly quantification exercises through the collection of data, carrying of assessment, supporting assumption making, review of quantification reports etc.
•     Support the development and implementation the UNDP/Global Fund Project’s Health Procurement Plans specifically those activities that are done in the provinces.
•     Support the monitoring of purchase orders and related financial commitments in UNDP’s accounting systems (QUANTUM).
•     Support the implementation of PSM-related recommendations from audits.
•     Support the documentation and dissemination of procurement-related success stories and lessons learned.

Support the execution of UNDP/Global Fund health procurement and distribution of health commodities:

•     Execute administrative processes such as creating vendors, raising requisitions and purchase orders, processing invoices.
•     Support in following up on purchase orders with suppliers.
•     Effectively liaise with customs clearance service provider to ensure timely deliveries to provincial warehouse when required
•     Support the execution of the PSM monitoring plan.
•     Conduct stock analysis on both warehousing and distribution service provider’s warehouse and SDP´s stores and provide recommendations to PSM units
•     Review and provide feedback on the analysis stock reports and distribution reports from the warehousing and distribution services provider.
•     Participate in inventory management monitoring visits; provide feedback on storage and distribution conditions.
•     Ensure the timely and accurate submission of the warehousing and distribution invoices and supporting documents.

Support capacity building and knowledge sharing in the area of health procurement and supply management:

•     Support the delivery of PSM capacity development interventions (especially on both on the job and off-site training at the provinces)
•     Support the documentation and evaluation of UNDP-led capacity development interventions in the PSM area in Bie province.
•     Elaborate the training and supportive supervision plans on Supply chain management in Bie province
•     Participate in both the supportive and formative supervision planning sessions and implementations in Bie province
•     Support the development of distribution plans for Malaria, HIV and TB commodities at provincial level and oversee their execution in collaboration with the warehousing and distribution service provider and GPS.
•     Support quarterly supply chain coordination meetings with key stakeholders, ensure dissemination of minutes and follow up on agreed actions

Support the procurement of non-health commodities:
•     Lead the implementation of UNDP’s non-health procurement plan, including leading the procurement of non-health items at provincial level.
•     Lead selection processes including requests for proposals, bid evaluation.
•     Organise non-health procurement-related documentation (selection processes, contracts, reports etc.).
•     Lead the preparation of contracts and amendments for service providers.
•     Support the implementation of non-health procurement-related recommendations from audits
•     Support the maintenance and updating the UNDP asset register at UNDP and Sub-Recipient levels with a focus on assets in the province.
•     Participate in and document asset verification visits.

Support activities for the Mass Distribution Campaign of mosquito nets (LLIN), as follows:
•     Monitoring of LLIN reception at provincial level.
•     Monitoring of LLIN storage conditions by SRs.
•     Manages returns from LLINs in in the post distribution stage.
•     Support the SRs in LLIN waste management.
•     In coordination with SRs, ensures safe storage of LLINs

Support activities on Sampling and Quality assurance of health commodities in Benguela: 
•     Support the implementation of QA/QC activities in Bei as per the developed grant QA/QC plan
•     In collaboration with ARMED, Support Pharmacovigilance activities in provinces
•     Realize the sampling of health commodities on arrival of goods in the province and while stored in the SDPs

The Procurement and Supply Management (PSM) Associate reports to the Project Manager at the Bié office and receives continuous technical guidance from the PSM Specialist in Luanda for the planning and proper execution of his/her functions.

Competencies

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

Cross-Functional & Technical competencies

Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
UN policy knowledge – ethics:  Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates win-win situations.
Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

Required Skills and Experience
Education:
  • Secondary education with specialization in business management, social sciences, public health, or pharmacy or University degree (Bachelor) in the above fields or related fields.
Experience:
  • 6 years (with secondary education) or 3 years (with bachelor’s degree) experience in the field of procurement and supply chain, preferably in the health sector.
  • Knowledge of tools, procedures and international standards for the purchase of goods and services
  • Experience working in/with international donor-funded projects with procurement duties
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages
  • Experience in quantification of health commodities
  • Experience in inventory and asset management
  • Experience in stock analysis and reporting
  • Experience in supporting health-focused projects
  • Knowledge of UNDP and/or UN procurement processes and  procedures is highly desirable.
  • Knowledge of Global Fund procurement policies and processes is an asset;

Language:

  • Fluency in Portuguese, both written and verbal
  • Good working knowledge in English
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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Luanda, Angola