Location: Harare
Deadline: 19/10/2016
Contract Duration: one year renewable
Open to nationals of Zimbabwe
Background
UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grants in Zimbabwe. In its role as Principle Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery;
UNDP‘s management role consists in implementing grants, ensuring financial accountability, and training of national and international counterparts on programme management and financial accountability;
The procurement and supply chain component represents a major portion of expenditure of the GFATM Programme;
Under the overall guidance of PSM Manager, the PSM Associate/Buyer is responsible for supporting the day to day transactional PSM activities of the team using a cradle to grave approach. The PSM Associate/Buyer will work in a collaborative, client-focused, quality and results-oriented manner in the team. The PSM Associate/Buyer works in close collaboration with the programme and other operations staff within the GFATM Project Management Unit.
Duties and Responsibilities
The PSM Associate/Buyer shall support the role of the PSM Manager in the following manner:
General
Assist in gathering data and other sources for analysis to ensure timely and proper preparation of PSM Plans and its revisions; and other financial reporting i.e. cash forecasts and explanation of budget variances for the different GFATM grants;
Assist in the drafting of reports and official correspondences at a strategic level on pharmaceutical, health products, health equipment and non-health commodities in addition to related PSM services;
Assist in the any market research and data collection to keep abreast of market developments on the world commodity situation, production patterns and availability of goods and services;
Procurement
Support full compliance of procurement activities in accordance with UNDP rules, regulations, policies and strategies and the Global Fund Quality Assurance Policy;
Assist to implement the activities in the PSM Plan for HIV grant with due diligence through the processes of supplier sourcing, supplier selection and evaluation, solicitation exercise, deliberation of offers, negotiation of offers, draft submissions for review by contract committees, award of tenders, contractor appraisal, legal considerations and payment conditions and risk assessment.;
Support proper preparation, approval and dispatching of Purchase Orders (PO) in ERP system. Supporting timely corrective actions on POs with budget check errors and other problems;
Supply Chain Management
Support processes and documentations for customs clearance, storage,and distribution of pharmaceutical, health products, health equipment and non-health commodities to support public health programmes are in order;
Provides support to Procurement documents E-archiving, documentation and proper filing;
Support the arrangement of required documents and invoices for supplier’s payment; ,
Ensure proper recording of PSM activities including GFATM’s Price and Quality Reporting (PQR) system and Procurement Tracking Tool for reporting purposes and accountability;
Perform other related duties as required;
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for the operations/ projects staff on procurement And supply chain management;
Synthesis of lessons learnt and best practices in procurement And supply chain management;
Sound contributions to knowledge networks and communities of practice;
Specific Requirements:
Ability to interpret rules/regulations in order to draft submissions to internal review committees, performance reports and official correspondence;
Ability to effectively present information, including organizing and making presentations, and responding to questions from groups of managers, clients and suppliers;
Mathematical Skills
Must possess sound financial analysis skills;
Reasoning Ability
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Competencies
Corporate Competencies
Demonstrates integrity by modeling the UN values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Functional Competencies
Demonstrates capacity to plan and organize ones work effectively, including support to design, planning and implementation of projects, management of data and reporting;
Strong analytical skills and strategic thinking, including a sound understanding of the framework of UNDP’s cooperation with the GFATM;
Focuses on impact and results for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates resourcefulness, initiative and ability to meet tight deadlines;
Builds strong relationships with internal and external clients, including the Global Fund and the UN family of agencies;
Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems;
Ability to perform a variety of specialized activities related to contract and procurement management;
Ability to provide input to business processes re-engineering;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change;
Actively works towards continuing personal learning and development;
Promotes a knowledge sharing and learning culture in the office.
Required Skills and Experience
Education:
Secondary Education with specialized certification in procurement and supply chain; or
Diploma degree in Arts or Science with subjects taken in Business, Economics, Public Administration, Accountancy, any development work;
Advanced CIPS certificate is an advantaged;
Experience:
Minimum of 7 years experience working in development projects in Zimbabwe with exposure to writing and analyzing a variety of reports, working in or with open and transparent policies/procedures and;
Demonstrated experience in working with local government, churches, NGOs, donors and/or developmental partners;
Experience with UN agencies is an advantaged;
Experience in working in high-pressure environment ;
Sound IT skills;
Language
Fluency in English and a national language of the duty station.
Disclaimer
Important applicant information
All posts in the SC categories are subject to local recruitment.
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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