Procurement & Supply Management (PSM) Associate (Luanda)

The scope and scale of delivering health and well-being for All demands innovative partnerships and financing. As a trusted, long-term partner with extensive operational experience, UNDP supports countries in the effective implementation of complex, multilateral and multi-sectoral 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 (IFIs) facilitate access to resources for action on SDG 3 by countries that face constraints in directly receiving and/or managing health-related funding. In Angola, since 2016, UNDP has been delivering Procurement Support Services (PSS) to the National HIV/aids Institute (INLS), 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 (PR) for 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 (PR) role for the Grant Cycle 7 (GC 7) in Angola for the period July 1-June 30, 2027. 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 (PSM) and 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 (PSM) Associate to be based in Luanda.

1.    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.

2.    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 (CAP) and Advisory Committee on Procurement (ACP).
•    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 procurement-related data for UNDP reporting purposes.

3.    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 (KPIs)
•    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 (Quantum) in a timely manner as per established benchmark.
•    Collaborates with and follow up on payments for suppliers with Finance.

4.    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 procurement-related 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 PSM-related recommendations from audits.

5.    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 (PMU) deliver 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 
 

Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
UN policy knowledge- ethics: 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
 

Required Language(s)     

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