Procurement and Supply Chain Management Specialist

In Nepal, UNDP is the co-Principal Recipient (PR) of the Global Fund Grant Cycle 7 (GC7) grant for three diseases. For effective implementation of the GF resources, UNDP Nepal has established a Program Management Unit (PMU), which isresponsible for the day-to-day overall programme management, risk management, policy guidance, financial accountability, procurement of goods, including health products and services, strengthening of the national pharmaceutical and laboratory supply chain systems. The GF resources are implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the GF and in close coordination with the national partners, including Ministry of Health and Population, disease entities, other relevant line ministries/departments, Non-Government Organizations (NGO)s, Civil Society Organizations (CSO)s, communities, technical partners and UN entities and the GF (Local Fund Agent) and Country Coordinating Mechanism (CCM).

Procurement and Supply Chain Management Specialist shall be responsible for effective delivery of procurement services in order to obtain the best value for money in the grant, and the respect of the Global Funds Quality Assurance requirements, when applicable. The Procurement and Supply Chain Management Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. He/she will work in close collaboration with the national partners, international long-term agreement partners, UNDP Country Office and Headquarters staff.

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.

• Leads on the strategic planning, oversight and management of the procurement and supply chain management for health and not 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.
• Leads substantive monitoring of procurement and supply chain management for health products and proactively leads on reviews for underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective action(s) to ensure consistent supply of health products and expiries with international standards.
• Provides strategic policy and technical advice to the national stakeholders, implementing partners and in procurement and chain management at all stages of the procurement cycle and to the last mile and make adjustments as necessary.
• Follow up to continuously strengthen the supply chain to ensure last-mile delivery of procured items, tracking and overseeing inclusive access for all in line with the principle of leaving no one behind and the human rights-based approach.
• Ensures full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control including planning, managing and technical support to the project staff.
• Implement a client-orientated procurement management system including tender processing and evaluation, e procurement, contractor appraisal, evaluation and negotiation of offers, contract and contractor management, legal considerations and payment conditions including , risk assessment.
• Ensures preparation and update of Health and non-health Procurement Action Plans (PAPs) for the grants in close collaboration with the relevant programme staff to initiate and facilitate procurement processes as planned.
• Monitors implementation of PAPs with timely updates of utilization under the project budget lines for cost-efficiency and consistency with the Project Document and corresponding Annual Work Plan. Proposes activities to ensure cost effectiveness of interventions.
• Coordinates with UNDP CO and contractors to support the effective management of procurement contracts through establishing a contract monitoring tool and follow up as necessary.
• Organizes quality research of local and international markets for goods and services required for grant’s needs, including verification of products availability, price analysis and search for potential vendors.
• Ensures preparation of requests with all supporting documents including drafting contracts for issuance of Purchase orders, contracts, and other documents related to procurement of goods and services.
• Ensure creation of requisitions/cases/POs in UNall, Quantum system and ensure budget check for requisitions.
• Implementation of effective maintenance of procurement records (regular filing, archiving, reporting) and timely and regular submission of originals to UNDP.
• Participates in the preparation to audit and including preparation of necessary documents; participate in the audit process and follow up actions in collaboration with PMU Finance Specialist and UNDP Operations Manager, leads on addressing audits and investigations in the context of procurement and supply chain management in coordination with the procurement and supply management team and ensures timely follow up on management actions.
• Leads on performing risk-based assessments, to manage UNDP procurement activities to continued access to needed products and services and prevent stock outs or expired health products,  develops and implements risk management matrix/plan with the procurement team and other PMU staff and implementing partners. 
• Supervises and oversees adherence to contractual agreements, recommend amendments and contract extension, evaluate and record supplier performance and advise concerned parties with respect to contractual rights/obligations, including Service Providers and Sub-recipients (SR) and contribute to capacity assessment and submissions of value of money.

• Works with international procurements agents and partners (Global Procurement Unit, Global Drug Facility and other UN agencies as per the need)) for procurement of pharmaceuticals, diagnostic products, laboratory equipment and supplies.
• Provide inputs to preparation of concept notes including QAP (Quality Assurance Plan), Quality Control (QC) and other papers on relevant issues for final review and consideration of management and donors.
• Makes sure the products are compliant with the Global Fund Quality Assurance Policy. For procurement and supply chain management for health products – including quality assurance (QA), the Procurement Specialist will coordinate with and obtain technical support from the Pharmacist/P Specialist of the Project Implementation Unit.
• Coordinates with the UNDP/CO/HQ to ensure timely delivery in accordance with the contract in order to avoid stock out or overstock situations. Regular update of shipment monitoring table and reconciliation of data with the suppliers to ensure timely delivery of goods and ensure proper supply management. Interacts with the suppliers, National Authorities and forwarders to ensure delivery in country, in compliance with the relevant incoterms.
• Cooperates with the Logistic Analyst to ensure timely customs clearance of goods by preparing and collecting official letters to/from Government authorities and UNDP CO for obtaining import permissions in line with the national legislation and UNDP rules and procedures and clearing goods at customs terminals.
• Contributes to preparation of progress and disbursement reports to the Global Fund.

Ensures creation of strategic partnerships and resource mobilization efforts focusing on achievement of the following results:

• Leads on the coordination along with team members including procurement , PSM analyst, Logistics laboratory, laboratory analyst building strategic partnerships and maintains strong working relationships with the Ministry of Health and Population and its entities, Civil Society Organizations (CSOs)  , national stakeholders, technical partners, and UN entities to ensure transparent and effective procurement and supply chain management of health products.
• Technically supports the national procurement planning processes (including quantification) for the programmes based on evidence gained during implementation of the programmes.
• Maintains close co-ordination between the programmes and other health and development initiatives in the country, to promote partnership building and avoid duplication of procurement and supply chain management of health products activities and to exchange critical and technical information and resolve implementation issues.
• 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; and
• 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.

Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects and national partners

• Provide inputs to further strengthen the applications and tools aimed at improvement of the stock management, the Logistic Management Information System.
• Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects including organization of trainings for the operations/ projects/national partners staff on Procurement.
• Synthesis of lessons learnt and best practices to contribute to strengthening of national supply chain management.
• Interacts with and provides guidance for national partners and independent experts on developing of adequate specifications/terms of references for goods and services in line with the UNDP rules and procedures as well as review and adjustment as necessary.

Ensure GESI sensitivity in all procurement processes undertaken for the GF:

• Ensure compliance of GESI responsive procurement at different stages of procurement.
• Provide strategic advice and guidance on strategic and policy issues to strengthen gender & social inclusion initiatives during procurement cycle.
• Create a safe working environment by developing respectful and safe organizational culture and supporting practices.
• Fully comply with UNDP’s GESI policy and ensure contribute to the zero tolerance for discrimination, harassment, sexual harassment, sexual exploitation, and abuse.
• Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.

• Ability to select, prioritise and control the organization's programmes and projects in line with its strategic objectives and capacity.
• Ability to balance the implementation of change initiatives with regular activities for optimal return on investment. Knowledge and understanding of key principles of project, programme, and portfolio management.