Procurement and Supply Management Specialist (Health Products)

• Leads on the strategic planning, oversight and management of the procurement and supply chain activities for health products in compliance with UNDP’s rules, policies and procedures, the grant agreements and corporate agreements with the Global Fund ensuring integration across functional areas.
• Ensures the implementation and improve the current client-oriented procurement management system including forecasting, tender processing and evaluation, e-procurement, contractor appraisal, evaluation and negotiation of offers, contract and contractor management, legal considerations and payment conditions and risk assessment.
• In coordination with the Program Manager, manages the procurement 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.
• Leads on the coordination, management, supervision and oversight of the procurement team to achieve program goals, ensuring GF procurement business processes mapping and establishment of internal Standard Operating Procedures, control of the workflows with the procurement team and harmonization of the workflows between the PMU and the Country Office. 
• Leads substantive monitoring of procurement and supply chain for health products, including M&E and PSM data triangulation, and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective actions to ensure consistent supply of health products and management of expiries in accordance to international standards;  
• Based upon monthly stock and transit data, prepares and submits monthly insurance reports.
• In collaboration with the Finance Specialist, oversees financial flows related to procurement. 
• Ensures reconciliation between inventory and accounting system data.
• Prepares PSM overall and annual budgets and workplans, as well as specific sub programme budgets and workplans.
• Ensures correct and timely payment for logistics services in close collaboration with the CO’s Finance Unit.
• Monitors PSM annual plan and overall budget and expenditures
• Ensures strong collaboration with UNDP regional and headquarters, Bureau of Management Services, and the GF/HIST (including the Quality Assurance Advisor) in the context of procurement and supply chain management for health products for the programmes.
• Ensures harmonization and integration of the procurement and supply chain management activities of the projects into the national strategic documents and other donor initiatives.
• Provides strategic policy and technical advice to the national stakeholders, implementing partners at all stages of the procurement cycle and to the last mile. 
• Participates in meetings and technical committees of the Country Coordinating Mechanism (CCM), national disease programmes, coordinating mechanism, as required; and 
• Coordinates planned activities and programme review(s) with the implementing partners, CCM, financial and technical partners, UN entities and the GF.
   

• Leads on the timely preparation and implementation of quality procurement and supply chain management documents and reports required by the donor, including procurement and supply management plans, quality control plans.  
• Supports the Programme Coordinator in the negotiation of grant agreements, timely reprogramming requests and identification of savings.   
• Together with health sector specialists, undertakes quantification and forecasting (Q&F) for health products, coordinated by the National Q&F working group. 
• Develops, in coordination with other PSM TA providers and other PRs, quantification tools at national and regional levels.
• Carries the responsibility within the UNDP Programme Management Unit for Q&F for health products to be purchased with Malaria grant funds. 
• Monitors and updates stocks, consumption/distribution and pipeline information, to avoid stock outs and overstocks.
• Ensures the secretariat and technical coordination of the National PSM and Q&F working groups, promotes the functioning of the same and disseminates data to all partners. 
• Develops, implements and updates procurement plans for health products (Malaria grant and COVID 19) and non-health commodities including costing, reporting, scheduling for GFATM approval and internal follow up of procurement and contracting activities, and updates the plans in case of emergencies (damaged deliveries, destruction of products in warehouses, etc.).
• Plans work assignments to ensure timely delivery of results and performance.
• Ensures full compliance of procurement and health product (including quality control, insurance) management activities in line with UNDP’s rules, policies, procedures, and ensures SOPs are followed and validated by internal reviews. 
• Reviews specifications and terms of reference to ensure completeness, accuracy and compliance with quality standards, in coordination with other PSM TA providers.
• Leads on performing risk-based assessments, including operational, financial, legal, contractual, reputational and safety, and oversees UNDP procurement activities in order to provide access to products and services, prevent stock outs or expiry of health products; develops and implements a risk management plan with the procurement team, other PM staff and implementing partners in order to ensure adequate oversight and support, with timely incident reporting.
• Ensures proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation. review and certification of submissions to the Contracts, Assets and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Oversees logistical aspects of procurement, including selection of the most appropriate mode of transportation, definition of appropriate incoterms, preparation of documentation to ensure a fast clearance process on arrival in country, insurance reporting obligations are met and communication with the freight forwarder agent.
• Monitors suppliers’ performance with respect to the quality and timely delivery of goods and services. Ensures quality review of submissions to the ACP. Handles claims and claims statistics.
• Supervises and oversees adherence to contractual agreements, recommend amendments and contract extension, evaluate, and record supplier’s performance and advise relevant parties with respect to their contractual rights and obligations, including Service Providers and Sub-recipients (SRs).
• Management of importation and customs clearance, central storage, and transport contracts
• Coordination with national programs for quantification and distribution Plan
• Management / Monitoring of SR or Service Provider in terms of Distribution and Availability of Health products, and routine reporting
• Management / Monitoring of CECOME (National Central Medical Store) contract in terms of Storage and Distribution of health products, and routine reporting.
• Supports the audit preparation in the area of procurement and supply management of health products and leads on addressing findings from audits and investigations in the context of procurement and supply chain management (health products) and ensures timely follow up on audit recommendations.
• Ensure communication with LFA and other GF entities and ensures responses and clarification 
• Supports the development and implementation of an integrated supervision plan (in collaboration with the national disease control programmes, the central medical store, and the department of pharmacies) to monitor the traceability of health products, and the storage conditions, procured under the TGF grants.

3.) As the Focal Point for Quality Assurance of Health Products, develops and implements an annual Quality Control Plan for essential health products for Malaria, focusing on achievement of the following results: 

• Ensures the development and the implementation of the UNDP Quality Assurance/Control Plan, including oversight of quality control activities, in consultation with UNDP’s Quality Assurance Advisor (GFPHST).
• Ensure and report on the implementation of the Quality Assurance Plan 2024-2026 and take action for its update.
• Prepares and updates a QC plan for health products under the Malaria grant.
• Prepares the annual sampling plan for health products and central and peripheral levels.
• Participates and oversees the implementation of the bi-annual in-country sampling and quality control (QC) testing of selected health products under the Malaria grant, and reports QC findings to stakeholders.
• Receives all quality concerns and complaints (e.g., temperature variances identified during inspection and receipt of consignments) and leads on the investigations and reporting of quality control and quality assurance queries within the supply chain.
• Leads on all QA-related discussions, for example with national authorities, BMS/OP/GPSD health team, GFPHST QA team, and others.
• Monitors Quality Assurance Plan QAP budget and expenditure

• Leads on the coordination of strategic partnerships, maintains strong working relationships with the Ministry of Health, programme implementers, national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products. 
• Ensures strong working relationships with UNDP stakeholders involved in the area of PSM, including, but not limited to, WHO, UN-Habitat, UNFPA, UNOPS, UNICEF and the World Bank, to maximize efficiency of available expertise and funding, to promote effective and proactive information sharing, avoid duplication of procurement of health products, exchange critical technical information and resolve implementation issues.
• Represents UNDP in the strategic and operational coordination with donors, national and international partners, regarding procurement planning processes (including quantification) for the programmes, the provision of health products, and any intervention related to supply chain, planning and implementation of nationwide laboratory equipment strategy.
•  Collaborates with national and regional CECOME, ARFARME (National Drug Authority), Sub-Recipients and other PSM partners on supply planning and quantification processes for health products, stock and consumption monitoring and all other aspects related to supply chain management.
• Leads on the development and implementation of clear PSM information, upgrading existing tools, taking the lead on the production and dissemination of accurate and timely PSM information, in order to ensure that all partners contributing to PSM activities can undertake a proper monitoring of the stocks in-country, anticipate possible tensions on the supply chain and rationalize the use of medicines and financial resources
• Leads on the engagement with the Global Fund PSM Specialist and develops a strong professional relationship based on mutual trust and respect and supports during missions.
• Liaises with GFATM and Local Fund Agents (LFA) teams on all PSM related matters, builds in coordination with other PSM TA providers capacity of PSM systems in all possible aspects. 
• Leads on developing innovative initiatives aimed at improving the PSM situation in country, coordinates the funding requests to complement UNDP’s PR role with other health and development activities, develops the project documents.

• Represent UNDP and leads on the development and implementation of a capacity development and transition plan for PSM activities, training a team of national PSM officers so they can take informed decisions, anticipate tensions, understand the possible existing solutions, get familiar with the international market of medicines and medical products, understand the Global Fund rules and regulations related to PSM activities.
• Leads on the engagement with the Ministry of Health, implementing partners, UN entities, financial and technical partners to strengthen national systems and health institutions, in the area of procurement and supply chain management, including logistic information system, sustainable procurement storage, distribution and waste management systems and services for health products, developing, monitoring and amending improvement plans. 
• Liaises with all health stakeholders on the CECOME reform, as per ACAME’s (West Africa Central Medical Store Association) recommendation. 
• Leads on the engagement with national partners and oversees the development of capacity development strategies to support national entities in the area of procurement and supply chain management, including logistic information system, sustainable storage and distribution systems and services for health products and ensuring access to appropriate tools and resources ensuring coordination with other donor initiatives. 
• Leads on the capacity assessment and development of core functions of CECOME and other national counterparts as part of wider capacity development plans to strengthen procurement and supply chain activities.
• Ensures Sub-recipients are well advised on procurement issues throughout the grant life cycle to ensure procurement plans are adequately scheduled, budgeted and comply with contracts and is in line with UNDP rules, policies and procedures.
• Identifies and supports the development of communications (print, video) highlighting key programme achievements, best practices, and lessons learnt and contributes to information sharing with the Ministry of Health, implementing partners, CSOs, UN entities, financial and technical partners, the GF and the CCM. 
• Actively participates in UNDP and other relevant external networks to promote the programmes and UNDP’s health and development work (e.g., conferences, community of practice, Yammer) and represents UNDP in relevant technical meetings, working groups at country, regional and global level and gathers lessons learnt to apply to the programmes in the area of procurement and supply chain management;
   

• Core Competencies:

Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact

Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems

Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences

Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands

Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results

Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration

Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

UNDP People Management Competencies can be found in the dedicated site.

• Cross Functional & Technical Competencies

Business Development Strategy & Results-Based Management: Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools.

Business Development Strategy & System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering on element can impact on other parts of the system.

Procurement & Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical. solutions.

2030 Agenda: Engagement, Effectiveness & Health: Support to Global Fund and other Health Programmes