Procurement & Supply Management (PSM) Associate (Luanda) – Luanda

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    CONTRACTOR
  • Posted:
    2 months ago
  • Category:
    Procurement, Supply and Logistics
  • Deadline:
    23/10/2024

JOB DESCRIPTION

Background
The United Nations Development Programme (UNDis 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 (SDGand 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 (malaria, tuberculosis, COVID19, among other, the growing burden of noncommunicable diseases and the emergence of health threats such as the COVID19 pandemic in 2020

The scope and scale of delivering health and wellbeing for All demands innovative partnerships and financing. As a trusted, longterm partner with extensive operational experience, UNDP supports countries in the effective implementation of complex, multilateral and multisectoral health projects while simultaneously investing in capacity development, so that national and local partners can assume these responsibilities over time. UNDP’s partnerships with Governments, the Global Fund, International Financial Institutions (IFIfacilitate access to resources for action on SDG 3 by countries that face constraints in directly receiving and/or managing healthrelated funding. In Angola, since 2016, UNDP has been delivering Procurement Support Services (PSto the National HIV/aids Institute (INL, thereby helping the HIV Programme to access affordable, quality health products for the national response to HIV. And since July 2021, UNDP has been the Global Fund Principal Recipient (Pfor Angola, working with several stakeholders to implement the NFM 3/Grant Cycle 6 grant activities in Benguela and Cuanza Sul. A key component of these grant activities has been supporting storage and distribution of health commodities in the two provinces in addition to supply chain system strengthening.

Beginning July 1, 2024, UNDP will continue its Principal Recipient (Prole for the Grant Cycle 7 (GC 7) in Angola for the period July 1June 30, The new grant includes expansion to the third province of Bié. A large portion of the GC 7 grant entails procurement of goods and services under the Procurement and supply chain management (PSand across several program components. To support procurement and contract management under the implementation of PSM and program management components of the GC 7 grant, UNDP is seeking the services of a Procurement and Supply Management (PSAssociate to be based in Luanda.

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 in procurement planning for required goods and services:
•     Contributes to PSM Unit and other projects to ensure adequate integration of procurement in grant/programme design, planning and implementation of procurement actions.
•     Collaborates with end users to ensure that planned procurements are included in the project procurement plan.
•     Supports development and review of TORs, Specifications etc. to ensure they are complete and clear to support a smooth procurement process.
•     Provides inputs and considerations for the procurement action plans and reviews including realistic timelines of each procurement step based on the best available knowledge.
•     Conducts market research to keep abreast of market developments, research and analyse statistical data and market reports on the world commodity situation, production patterns and availability of goods and services, make recommendations and prepare presentations as necessary.

    Lead on the execution of procurement processes:

•     Work with relevant program colleagues and experts to develop clear and generic specifications and/or terms of reference.
•     Implements proper procurement processes including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, legal considerations and payment conditions, risk assessment in full compliance with UNDP rules and regulations.
•     Implements strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management; adhering to the UNDP procurement rules and regulations.
•     Ensures that GPSD and GFPHST recommendations and updates, including ones on commercial LTA holders, LTA scopes and prices, are considered during procurement.
•     Organises, facilitates, and participates as appropriate in the review and evaluation of vendor submissions.
•     Drafts submissions to the Contract, Asset and Procurement Committee (CAand Advisory Committee on Procurement (AC.
•     Performs functions in QUANTUM, the corporate management information system according to the assigned QUANTUM profile.
•     Liaises with the suppliers after contract award to draft and agree proposed contracts/purchase orders.
•     Coordinates with Logistics Assistant for handover of the concluded procurement cases for further planning of customs clearance, receipt and distribution.
•     Develops and updates local rosters.
•     Manages claims and warranties.
•     Helps to ensure the timely closure of purchase orders.
•     Supports the collection of procurementrelated data for UNDP reporting purposes.

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    Support Contract Management and Monitoring:
•     Develops and maintains a tracker of key service contracts to support timely and efficient management of contracts.
•     Leads on supplier performance evaluation and monitoring with key suppliers (eg Customs clearance, Warehousing and distribution, sample transportation etc.) including tracking and reporting on agreed key performance indicators (KPI
•     Organizes and facilitates regular performance review meetings with key suppliers to review performance, document performance issues and agree on corrective action including any follow up required.
•     Maintains regular contact with suppliers and the procurement team to track progress of deliveries, identify potential issues/delays and work in resolution to minimize impact on activity implementation.
•     Facilitates submission of deliverables and invoices by suppliers as per agreed terms and conditions in the various contracts
•     Facilitates internal review of the deliverables and communication with suppliers on acceptance or updates needed on deliverables before acceptance.
•     Leads on the administrative closure of issued contracts and receipting of goods including required documentation (e.g., proofs of delivery, receipting etc.)
•     Collaborates with Finance on closure of contracts in the corporate ERP (Quantuin a timely manner as per established benchmark.
•     Collaborates with and follow up on payments for suppliers with Finance.

    Procurement monitoring, tracking and reporting:
•     Collaborates with the HQ Procurement and Logistics team to track delivery and receipt of health commodities procured by the HQ team.
•     In collaboration with the procurement team, ensures that a procurement tracker is in place and is regularly updated with key information including delivery dates.
•     Provides weekly monitoring updates to feed the tracking sheets maintained by PSM Unit
•     Performs accurate and timely PQR reporting.
•     Maintains electronic and hardcopy files and records to ensure proper accountability.
•     Supports the documentation and dissemination of procurementrelated success stories and lessons learned.
•     Make sound contributions to knowledge networks.
•     Supports the PSM team in responding to queries raised by UNDP, the Global Fund, its Local Fund Agent and the National Disease Programmes.
•     Helps implement PSMrelated recommendations from audits.

    Support Capacity building in procurement and contract Management:
•     As appropriate, designs and delivers procurement and contract management training for PMU staff and government counterparts.
•     When requested, support MOH in review and updating procurement and contract management documents and SOPs.
•     Builds capacity of provincial staff in Procurement and management of contracts issued at the provincial level and provide support as required in managing provincial level contracts.
•     Participates in procurement and contract management trainings.
•     Contributes to the development and implementation of capacity development exercises for PMU staff in the area of procurement.
•     Facilitates knowledge sharing among PMU staff and initiates relevant training programs.
Institutional Arrangement

Under the guidance and supervision of the Senior PSM Specialist/PSM Manager, the PSM Specialist for Contract Management will help the UNDP Project Management Unit (PMdeliver on the Grant expected results and lead the management of contracts within the PMU. Procurement of goods and services constitute a large proportion of the total project portfolio and is very critical to the successful delivery of the Global Fund project in the three provinces. This position ensures that the established contracts for the acquisition of required goods are services are effectively management to ensure timely availability of the required inputs for successful implementation of project activities.

The incumbent’s results will contribute to:
•     Timely availability of required goods and services for execution of planned activities
•     Cordial and productive relationships between suppliers and UNDP
•      Efficient use of financial resources available for procurement through effective procurement planning and contract management
•     Enhanced procurement and contract management capacity within appropriate MOH counterparts

Competencies

Core
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

Required Skills and Experience

Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
UN policy knowledgeethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy.
Sourcing: Ability to find, evaluate and engage suppliers of goods and services.
Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

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Education:

Required :
Secondary Education OR bachelor’s degree in pharmacy, Public Health, Economics, Business Administration, International Development, Public Administration, Social Sciences or any development related field.

Desired:
Qualification or training in procurement or supply management.

Experience:
  • 6 years with Secondary Education or 3 years with bachelor’s degree of relevant professional experience in procurement and supply management.
  •  Experience in the use of tools and in complying with procedures and international standards for the procurement of goods and services.
  • Experience in procurement and contract management.
  • Experience in management of supplier relations and supplier performance management and evaluation.
  • Experience in organizing training plans and supporting capacity development activities.
  • Experience in supporting healthfocused projects.
  • Work experience in Angola.

Required Language(    

•     Fluency in Portuguese, both written and verbal
•     Good working knowledge in English, both written and verbal is a critical requirement

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.
Nondiscrimination
UNDP has a zerotolerance 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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