Mission and objectives

In support of the Government of Zimbabwe, the United Nations Development Programme (UNDP) has embarked on the implementation of a five-year Country Programme Document (CPD) 2022-2026. UNDP focuses on areas that have a multiplier effect through a targeted build-up of capacities, policies, the creation of dialogue space, and scalable downstream interventions. Proposed downstream interventions will seek to provide platforms for citizen engagement in democratic processes and facilitate access to skills, knowledge and new technologies for increased income generation. In so doing, UNDP Zimbabwe renders its support through the following three programmatic areas: 1. Democratic Governance 2. Inclusive Growth and Sustainable Livelihoods 3. Climate Change and Resilience Building

Context

Under the overall guidance of Procurement and Supply Management (PSM) Specialist, and direct supervision of the PSM Manager the Procurement and Supply Management Associate is responsible for supporting the day-to-day transactional PSM activities of the team using a cradle to grave approach. The PSM Associate will work in a collaborative, client-focused, quality and results-oriented manner in the team. The PSM Associate works in close collaboration with the programme and other operations staff within the GFATM Project Management Unit. The Procurement and Supply Management Associate promotes a collaborative, client-focused, quality and results-oriented approach in the team and works in close collaboration with the programme and other operations staff within the PMU of the Global Fund Unit, the Procurement Support Office in Copenhagen, the PCU unit at MoHCC and the Sub-Recipients.

Task Description

The main general responsibilities of the Procurement and Supplies Management (PSM) Associate: Ensures administration and implementation of the operational strategies focusing on achievement of the following results: • Ensues full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system. • Implements strategic procurement for GF funded health products, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management. • Provides researched information for formulation and Implementation of contract strategy for GF including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment. • Assists in the input of timely and proper preparation of procurement plans for the different GF grants and establishment of their deadlines Organization of procurement processes focusing on achievement of the following results • Prepares procurement plans for the office and projects and their implementation monitoring • Organizes procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. • Prepares Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas • Reviews of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP). • Implements the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. Implementation of sourcing strategy and e-procurement tools • Develops and update the rosters of suppliers, implementation of supplier selection and evaluation Organization of logistical services focusing on achievement of the following results: • Organizes travels, including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements • Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys • Performs any other roles as may be prescribed by the supervisor and the Project Manager Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results • Organization of trainings for the operations/ projects staff on Procurement • Synthesis of lessons learnt and best practices in Procurement • Maintaining electronic and hardcopy files and records to ensure proper documentation. • Maintaining up to date procurement tracking tool and report to PSM manager as and when needed

Competencies and values

Innovation: • Ability to make new and useful ideas work • Competency Level 3: Adapts deliverables to meet client needs Leadership: • Ability to persuade others to follow • Competency Level 3: Proactively seeks and recognizes contributions of others People Management: • Ability to improve performance and satisfaction • Competency Level 3: Appropriately involves team in different stages of work and decision-making Communication: • Ability to listen, adapt, persuade and transform • Competency Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation Delivery: • Ability to get things done while exercising good judgement • Competency Level 3: Takes responsibility for addressing critical situations and delivering core value Technical/Functional Competencies: Procurement • The ability to acquire goods, services or works from an outside external source. • Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Contract Management • Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Supply chain management of medicines and Health products • Knowledge of supply chain management principles, methods, and ability to apply to strategic and/or practical situations • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Project Management • Ability to plan, organize and control resources, procedures and protocols and to achieve specific goals • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Partnership • Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships. • Competency Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Risk Management • Ability to identify and prioritize risks, and organize action around mitigating them • Competency Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Desired additional skills and competencies Knowledge Management • Ability to efficiently handle and share information and knowledge • Competency Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Capacity Development • Ability to strengthen and maintain the capabilities of individuals, societies, organizations and governments to set and achieve development objectives over time • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Living conditions and remarks

Zimbabwe is located in Southern Africa and has three seasons, cool and dry from May – August, hot and dry from September to November, warm and wet from December to April. The capital Harare lies at an altitude of 1450m above sea level. The middle plateau is Malaria free and prophylaxis is highly recommended in low lying and hot areas. The currency in use is ZWL and all basic food and accessories are available. There are public and private health facilities as well as many social amenities available in Harare. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements