Procurement and Supply Management Specialist

The 2030 Agenda for Sustainable Development Goals (SDGs) and 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 urbanization, the continuing burden of HIV and other infectious diseases (e.g. malaria, tuberculosis, COVID.19), 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.

UNDP’s partnership with the Global Fund (GF), in line with, UNDP’s HIV, Health and Development Strategy 2022-2025: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind.  When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time.

In Congo, the Ministry of Health and UNDP have had a long-standing, strategic partnership for health service delivery through Global Fund grants. UNDP is the designated Principal Recipient for TB/HIV Grant for the period 2024-2026, in partnership with the Ministry of Health and its national disease programmes, the National AIDS Programme (PNLS), the National Tuberculosis Programme (PNLT), other Government and Civil society partners. UNDP exercises its PR role in consultation with other UN agencies, bilateral donors and International Financing Institutions. 

To help the UNDP Project Management Unit (PMU) deliver in a timely and quality-assured manner on the Grant Performance Framework targets, while complying with UNDP and Global Fund rules and regulations, UNDP Congo is recruiting a Procurement and Supply Management Specialist (PSM) who will lead on PSM management within the PMU.

Under the supervision of the Programme Coordinator, the PSM Specialist is responsible for managing a team of Procurement and Supply Management (PSM) staff to ensure effective PSM operations. S/He will ensure that procurement and in-country supply chain activities are completed, in compliance with rules, regulations, and with appropriate documentation that provides the best value for money. 

S/he will work closely with national stakeholders to coordinate the procurement of quality-assured health products. The International PSM Specialist will identify and lead on addressing programmatic, and capacity development needs in the area of PSM. S/he will support in the identification and management of PSM and asset risks, introduce appropriate mitigation measures, effectively collaborate with audits, and ensure timely implementation of audit recommendations. S/he will promote a collaborative, client-oriented and integrated approach across functional areas of the PMU and with the Country Office, and the Global Fund Partnership/ Health Systems Team (GFPHST).

• Develops and/or enhances business processes, internal Standard Operating Procedures (SOPs) and workflows related to procurement and supply management within the PMU, focusing on client orientation and internal controls;
• Leads on the development and implementation of the PMU’s procurement strategy and workplan for the GF-approved Health Products Action Plan (HPAP) including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, management of the contract and contractor, legal considerations, and payment conditions; 
• Leads on the development of procurement related documents, including tender documents, contracts, guidelines, and instructions;
• Oversees adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations;
• Leads on the monitoring of procurement and supply chain for health products; reviews underperformance; addresses bottlenecks and enforces accountability for the timely implementation of corrective actions to ensure uninterrupted supply of health products;
• Supports the Programme Coordinator on the contracting of Sub-recipients, including amendments to Sub-recipient agreements, in liaison with programme and finance teams;
• Leads on the timely preparation and implementation of quality procurement and supply chain management documents and reports required by the donor or UNDP, including HPAP;
• Supports the Programme Coordinator in the negotiation of timely reprogramming requests and identification of cost savings;
• Manages the PMU’s PSM team, ensuring that UNDP is resourced to deliver on its commitments; fostering diversity, equity, and inclusion; building the technical, managerial and leadership capacity of staff for the promotion of organizational excellence; and
• Ensures strong collaboration with GFPHST and Regional Procurement Advisors, towards efficient and compliant procurement and supply chain management activities.

• Ensures full compliance of procurement activities with UNDP rules, regulations, policies, and strategies;
• Elaborates and implements an internal control system which ensures efficient and compliant management of Purchase Orders (PO), including all stages from issuance to closure;
• Ensures timely corrective actions on POs with budget check errors and other issues;
• Develops and ensures the implementation of the UNDP Quality Assurance Plan, including quality control activities, in consultation with UNDP’s Quality Assurance Advisor (GFPHST);
• Proactively performs risk assessments to identify and mitigate risks, including operational, financial, legal, contractual, reputational and safety;
• Elaborates and implements an internal control system which ensures efficient and compliant contract management processes for Sub-recipients and other contractors;
• Supports the development of an integrated supervision plan (in collaboration with the national disease control programmess, the central medical store, and the department of pharmacies) to monitor the traceability and the storage conditions of the health commodities procured under the TGF grants; and
• Supports the Programme Coordinator in the preparation of audits in the area of procurement and supply management and contributes to UNDP’s implementation of audit recommendations in the area of PSM.

Build and sustain UNDP’s strategic partnerships on PSM, focusing on achievement of the following results:

• Provides strategic and technical advice to the National Quantification Committees and processes.
• Provides strategic policy and technical advice to national and provincial stakeholders and implementing partners at all stages of the PSM cycle and to the last mile; 
• Leads on fostering quantification and procurement planning processes at provincial level;
• Ensures strong working relationships with UNDP stakeholders involved in the area of PSM including WHO, UNFPA, PEPFAR, USAID and the World Bank; maximise available expertise and funding sources; prevent duplication;
• Collaborates with national and provincial stakeholders, NGO 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; and 
• At the request of the Programme Coordinator, participates in meetings and technical committees of the Country Coordinating Mechanism (CCM), Ministry of Health, donors and technical partners on PSM-related issues.

Contributes to knowledge management and systems strengthening activities in PSM, focusing on achievement of the following results:

• Contributes to information sharing activities with the Global Fund (including Local Fund Agent), the Country Co-ordination Mechanism, the Ministry of Health, other national and provincial stakeholders, Sub-recipients, and Sub-sub-Recipients, NGOs, other CSOs, communities, technical partners, and UN entities: 
• Identifies opportunities for documentation and communication on PSM-related activities; supports the development of communications products (print, video) highlighting key programme achievements, best practices, and lessons learned under the GF sub-national approach;
• Identifies and support national and provincial level capacity development needs in the areas of pharmaceutical management, logistics information management systems, sustainable storage and distribution systems and services for health products; ensures access to appropriate tools and resources in coordination with other donor initiatives;
• Actively participates in UNDP communities of practice and other relevant external networks to gather and disseminate lessons learned on PSM; and
• Co-represents UNDP in relevant technical meetings, working groups at country, regional and global level.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: Supervise Pharmacist; Non-Health Procurement Analyst; Logistician.

Business Direction & 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 one element can impact on other parts of the system

Business Management-Portfolio Management: Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment