Procurement and Supplies Management (PSM) Specialist - [Open to all applicants]

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)  
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts 
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

BACKGROUND

Diversity, Equity, and Inclusion are core principles at United Nations Development Programme (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.

The 2030 Agenda for SDGs and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development, including widening economic and social inequalities, the climate crisis, rapid urbanization, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis), 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. As affirmed in the Political Declaration of the 2019 High-Level Meeting on Universal Health Coverage (UHC), the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund), Gavi, the Vaccine Alliance (Gavi) and others are critical partners for delivering on the health-related goals of the 2030 Agenda. Stronger Collaboration, Better Health: Global Action Plan for Healthy Lives and Well-being for All outlines how a dozen multilateral health, development, and humanitarian agencies, including UNDP, the Global Fund, Gavi and others will collaborate to be more efficient and effective in supporting countries to deliver UHC and achieve the health-related SDG targets.

UNDP’s partnership with the Global Fund, in line with UNDP’s HIV and Health Strategy 2022-2025: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development, the SDGs and the pledge to leave no one behind. As a long-standing partner of the Global Fund, UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance to Global Fund grants in 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach in supporting countries with significant national capacity constraints to manage large-scale health programmes. By providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management, UNDP is able to deliver results whilst sustainably transitioning to national entities. UNDP’s track record as PR over the last 17 years and capacity to deliver in challenging operating environments has been critical for strengthening its positioning as a health implementation support partner.

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. 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).

DUTIES & RESPONSIBILITIES

Procurement and Supply Management (PSM) of health products represent a major portion of the budget and expenditure of the Global Fund HIV programme to Zimbabwe. As the interim PR, UNDP’s responsibilities include proactive oversight over timely supply planning, procurement and adequate storage conditions and distribution of the health products to the last mile to the end users. In partnership with the MoHCC, NatPharm and other stakeholders in the country, there are ongoing efforts to strengthen the in-country supply chain systems to ensure that health products are accounted for and kept under recommended conditions and adequately delivered according to the programmatic needs. 

In order to provide strategic planning, programmatic and operational management, and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established.  Under the overall guidance of the Project Coordinator and direct supervision of the Head of Operations, PSM Specialist will ensure that all procurement and in-country supply chain activities are completed in compliance with rules and procedures with appropriate documentation that ensure best value for money and reflect UNDP efficiencies. S/He will work closely with national stakeholders to coordinate procurement of quality assured health products, implement systems strengthening activities, including capacity development interventions. The PSM Specialist will lead PSM operations addressing programmatic needs, managing PSM risks and introduce appropriate 

mitigation measures, with effective collaboration to audits and timely implementation of audit recommendations. The PSM Specialist is responsible for managing a team of procurement and supply chain professionals to ensure effective PSM operations. S/he will promote a collaborative, client-oriented approach, ensuring integrated approach across functional areas of the PMU and support integration of capacity building and health system strengthening activities.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration

Key Duties and Accountabilities include:

Ensure strategic leadership, planning and effective management and oversight of Global Fund funded procurement and supply chain management activities for health products and for other commodities and services focusing on the achievement of the following results:

• Ensures 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. In coordination with the Operation Manager and the Project Coordinator, manages the procurement and supply chain team to ensure UNDP is resourced to deliver its commitments, fostering diversity, equity and inclusion and builds the technical, managerial and leadership capacity of staff for promotion of organizational excellence;
• Ensures strong collaboration with UNDP regional and headquarters, Bureau of Management Services, and the GF/HIST team (including the Quality Assurance Advisor) towards implementing efficiently procurement and supply chain management activities for health products and achieving the programmatic objectives of the grant. 
• Ensures the GF Procurement business processes mapping and elaboration/ enhancement of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office. 
• Conceptualizes, elaborates, and implements of contract strategy for the GF funded procurement 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. 
• Conceptualizes, elaborates, and implements the strategic procurement for the GF including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement. 
• Leads substantive monitoring of procurement and supply chain for health products and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective actions to ensure timely supply of health products to achieve the grant programmatic objectives according to international standards. 
• Collaborates with Ministry of Health and Child Care (MOHCC) and other PSM partners on supply planning and quantification processes for health commodities, stock and consumption monitoring and all other aspects related to supply chain management including the Support Services (Fund Administration). 
• Leads on the engagement with the Global Fund PSM Specialist and develops a strong professional relationship based upon mutual trust and respect and supports during missions. 
• Leads on the coordination, building strategic partnerships and maintains strong working relationships with the MoHCC, NatPharm, programme implementers, national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products. 
• Supports the national procurement planning processes (including quantification) for the programmes based on evidence gained
• Leads on developing funding requests to complement UNDP’s PR role with other health and development activities and the development of project documents and initiation of the programmes in the context of procurement and supply chain management of health products, including logistical management information systems, waste management etc.

Ensure proactive and efficient procurement and health product management, oversight, and a robust risk management approach for the GF project, focusing on achievement of the following results:

• Leads on the timely preparation of quality procurement and supply chain management documents and reports required by the donor, including procurement and supply management plans, quality control plans and supports the Project Coordinator in the negotiation of grant agreements and Fund Administration agreements and timely reprogramming requests and identification of cost savings;. 
• Establishes and implements proper monitoring system and control of procurement processes including organization of tender documents, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations and according to established and up to date SOPs.
• Elaborates and implements the internal control system which ensures that Purchase Orders (PO) are duly prepared, approved in Quantum and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems. 
• Supports the Operations Manager in the preparation of audits in the area of procurement and supply chain, including quality control activities, reviews of audits documents and contributes to the development of recommendations related to PSM and ensures timely implementation and regular reporting as required of agreed audits recommendations. 
• Supports the Operations Manager in leading the in developing a strategy for appropriate integration of UNDP / GF procurement activities with those of other agencies (including WHO, UNICEF, etc.), and towards strengthening Governmental /Ministry of Health capacity and provides support and guidance to all stakeholders in procurement at all stages of the procurement cycle, including Support Services (Fund Administration) where appropriate; Ensures development and implementation of sustainable PSM related system strengthening activities 
• Provides strategic policy and technical advice to the national stakeholders, implementing partners at all stages of the PSM cycle and to the last mile and the Support Services (Fund Administration). 
• Participate in meetings and technical committees of the Country Coordinating Mechanism (CCM), national disease programmes, coordinating mechanism such as technical steering committee, as required. 
• Leads the development and/or review of tools, processes and system