Procurement Supply Management (PSM) Analyst - Logistic and Transportation (Nationals only)

undp - Caracas, Venezuela | 2024-07-22 21:25:47

Background
 
Diversity, Equity and Inclusion are core principles at 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 United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.
 
The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance and supports the results of UNDP’s 2014-2017 Strategic Plan, focusing on seven outcomes including, strengthening institutions to progressively deliver universal access to basic services (Outcome 3). The HIV, Health and Development Group (HHD Group), within BPPS, is helping to contribute towards this outcome. The HIV, Health and Development Strategy 2016-2021: ‘Connecting the Dots’ elaborates UNDP`s work on HIV and health in the context of the 2030 Agenda for Sustainable Development.
 
UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.
 
As a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health programmes while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. UNDP partners with countries in crisis/post-crisis situations, those with weak institutional capacity or governance challenges, and countries under sanctions. When requested, UNDP acts as interim Principal Recipient (PR) in these settings, working with national partners and The Global Fund (GF) to improve management, implementation and oversight, while simultaneously developing national capacity for governments or local entities to be able to assume the PR role over time. Within the HHD Group the Global Fund – Health Implementation Support Team (GF-HIST) is a dedicated team providing support to UNDP Country Offices throughout the grant lifecycle. The support includes, programme management, monitoring and evaluation, financial management, capacity development and/or transition and sustainability planning and support to strategic policies and plans and funding proposals.
 
UNDP Venezuela has been nominated as the interim Principal Recipient( PR) for the Global Fund malaria grant, to commence 1 January 2021 for a three-year implementation cycle and will establish a Programme Management Unit (PMU). The grant seeks to address the significant malaria resurgence in recent years in Venezuela, with the overall goal of reducing malaria mortality in the municipalities most affected by P. Falciparum and reducing morbidity and mortality due to severe malaria in pregnant women is also a main objective of the grant (the ‘Programme’).
 
 
Position Purpose
Under the overall guidance and direct supervision of the Procurement Strategic Specialist and working in close coordination with all members of the PMU and the Country Office, the PSM Analyst (Logistic and transportation) will support the achievement of high level procurement and supply chain performance. This will be done in accordance with UNDP rules, policies and procedures, GF grant agreements and corporate agreements with the GF, working in close coordination with national stakeholders, implementing partners, the GF (including Local Fund Agent), technical partners, including PAHO, UN entities, the GF/HIST and other UNDP units and programmes. The PSM Analyst will promote a collaborative, client-oriented approach, ensuring integration across functional areas within the PMU and support to the integration of capacity building 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.
 
 
Duties and Responsibilities
 
1.) Ensures the development, execution and monitoring of health product purchasing plans UNDP / Global Fund, to achieve the following key results:
  • In collaboration with the PSM IPSA, develops and implements the purchasing plan for pharmaceuticals and other medical products on the basis of the contractual planning document (the Health Procurement Management Template) validated by the Global Fund and ensure compliance with execution deadlines in the purchasing plan.
  • Monitor and update health products purchasing plans.
  • Make requisitions for purchases, ensure follow-up with suppliers.
  • Ensure compliance and application of the quality assurance policy for pharmaceuticals and other health products of the UNDP and the Global Fund.
  • Prepare documentation for cases submitted for review by the UNDP Contracts Committee (CAP).
  • Development and implementation of the internal control system which guarantees that the purchase orders (PO) are duly prepared and processed.
  • Management of the implementation of the purchasing process monitoring system and mechanisms to eliminate anomalies in procurement.
  • In collaboration with the PSM Project Strategic Advisor (PSA), manages the Quantum tools, in particular the creation of purchase orders, the receipt of supplies and payments to suppliers.
  • Report procurement transactions in the Global Fund`s price and quality reporting system (PQR).
  • Ensure rapid processing of procedures related to customs clearance and organize the reception of products at the central level.
  • In collaboration with the PSA, supports the audit and investigations process and in the context of procurement and supply chain management and ensures timely follow up on management actions.
  • Support the mitigation of risks related to the procurement and management of health products and implement risk insurance measures.
 
2.) Ensure proactive and regular monitoring of stocks, consumption and orders, to achieve the following key results:
  • With the support of the PSA, sets up a dashboard of stocks and orders which gives a global visibility on the availability of health products.
  • Identify the risk of stock shortage and over-stock and analyze the reasons and notify the PSA.
  • Ensure that the malaria technical committee meets regularly to monitor stocks, consumption and orders.
  • Analyze inventory reports and distribution reports from warehousing and distribution service providers. Reviews of logistics data related to the information system (especially at the lower levels of the chain).
  • Develop and implement with the PSA the UNDP/GF quality assurance plan.
  • Contributes to the periodic progress reports to the Global Fund.
 
3.) Ensure adequate storage and distribution of malaria, tuberculosis and HIV health commodities purchased by UNDP to achieve the following key results:
  • Prepare contracts and contract amendments for service providers, consultants and UNDP sub-recipients with PSM responsibility.
  • Ensure timely payments of service providers and consultants.
  • Supervise the services provided for the storage and distribution of health products.
  • Follow up on effective implementations to ensure compliance with good storage practices.
  • Evaluate performance and send feedback to service providers.
  • Ensure fluid communication with providers.
  • Ensure supervision visits to peripheral storage sites and health facilities.
  • Control adequate storage of products.
  • Ensure storage space is available before the arrival of new products.
  • Participate and support physical inventories at the central and peripheral level.
  • Report to the supervisor any discrepancy relating to the storage and management of input stocks.
  • Suggest improvement measures in storage and logistics with a clear roadmap proposing actions and responsible parties.
  • Support and supervise the preparation of orders according to the schedule.
  • Any other tasks assigned by the Procurement Strategic Specialist.
 
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Supervisory/Managerial Responsibilities: PSM Associates
 
 
Competencies
 
Core Competencies
  • ACHIEVE RESULTS - LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
  • THINK INNOVATEVELY - LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
  • LEARN CONTINUOUSLY - LEVEL 2: Go outside comfort zone, learn from others and support their learning.
  • ADAPT WITH AGILITY - LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
  • ACT WITH DETERMINATION - LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
  • ENGAGE AND PARTNER - LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
  • ENABLE DIVERSITY AND INCLUSION - LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
 
People Management
UNDP People Management Competencies can be found in the dedicated site.
 
 
Cross-Functional Competencies
  • 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.
    • RISK MANAGEMENT: Ability to identify and organize action around mitigating and proactively managing risks.
 
Technical Competencies
  • OPERATIONS: PROCUREMENT
    • STRATEGIC SOURCING: Knowledge of strategic sourcing 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.
    • DATA ANALYSIS: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
    • STAKEHOLDER MANAGEMENT: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
 
Required Skills and Experience
 
Education:
  • Advanced university degree (master`s degree or equivalent) in management, and/or supply chain management, health logistics, or a related field is required or
  • A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
  • CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
 
Experience:
  • Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
  • At least 4 years of progressively responsible administrative or programme experience at the national or international level is desired.
  • At least 2 years of relevant experience as a buyer, logistics manager, and/or warehouse/inventory manager is desired.
  • Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP is required.
  • Strong knowledge or experience with UN or UNDP procurement rules, policies and procedures is an asset.
  • Strong knowledge or experience of Global Fund’s rules, policies and procedures, is an asset.
 
Languages:
  • Fluency in Spanish is required.
  • Good knowledge of English is a strong asset.
 
Disclaimer
Important applicant information
All posts in the NO categories are subject to local recruitment.
Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.
 
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
 
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