Procurement and Supply Management (PSM) Associate (Benguela)

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 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 urbanisation, the continuing burden of HIV and other infectious diseases (malaria, tuberculosis, COVID-19, among others), the growing burden of non-communicable diseases and the emergence of health threats such as the COVID-19 pandemic in 2020-2021.

The scope and scale of delivering health and well-being for All demands innovative partnerships and financing. As a trusted, long-term partner with extensive operational experience, UNDP supports countries in the effective implementation of complex, multilateral and multi-sectoral health projects while simultaneously investing in capacity development, so that national and local partners can assume these responsibilities over time.

UNDP’s partnerships with Governments, the Global Fund, International Financial Institutions (IFIs) facilitate access to resources for action on SDG 3 by countries that face constraints in directly receiving and/or managing health-related funding. In Angola, since 2016, UNDP has been delivering Procurement Support Services (PSS) to the National HIV/aids Institute (INLS), thereby helping the HIV Programme to access affordable, quality health products for the national response to HIV. And since July 2021, UNDP has been the Global Fund Principal Recipient (PR) for Angola, working with several stakeholders to implement the NFM 3/Grant Cycle 6 grant activities in Benguela and Cuanza Sul. A key component of these grant activities has been supporting storage and distribution of health commodities in the two provinces in addition to supply chain system strengthening.

Beginning July 1, 2024, UNDP will continue its Principal Recipient (PR) role for the Grant Cycle 7 in Angola for the period July 1-June 30, 2027. The new grant includes expansion to the third province of Bie. To support the implementation of Procurement and supply chain management (PSM) components of GC 7 grant in Benguela UNDP is seeking the services of a Procurement and Supply Management (PSM) Associate to be based in Benguela.

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.

Duties and Responsibilities

1.    Participate in quantification and conduct regular stock status monitoring and reporting at the provincial and facility level:

• Contribute to annual and quarterly quantification exercises through the collection of data, carrying of assessment, supporting assumption making, review of quantification reports etc.
• Collaborate with GPS to routinely follow up on and track product availability at facility and provincial level, compile and share collected data.
• Conduct monthly provincial level stock status analysis to identify risks of stock outs or expiry and collaborate with GPS, UNDP Program staff and UNDP procurement team to develop and implement mitigation plan.

2.    Support the planning, execution and monitoring of provincial level distribution of grant health commodities:

• Collaborate with GPS to establish, regularly review and update the list of facilities and other entities in the province eligible to receive grant commodities.
• Collaborate with GPS, SRs and other implementing partners to elaborate a data diven quarterly distribution plan for grant commodities to eligible facilities in the province.
• Ensure timely submission of the distribution plan to the warehousing and distribution service provide. 
• Coordinate with GPS and Health facilities on timing of deliveries to health facilities and ensure communication between the distribution service provided, GPS and Health facilities on progress of the distributions.
• Collaborate with GPS to monitor and report on the distribution activities, and provide trouble shooting support to ensure a smooth distribution process. 
• Review and provide feedback on the analysis stock reports and distribution reports from the warehousing and distribution services provider.
• Ensure the timely and accurate submission of the warehousing and distribution invoices and supporting documents by the service provider.

3. Support capacity building and knowledge sharing in the area of procurement and supply management:
 

• Support the delivery of PSM capacity development interventions (especially on both on the job and off-site training at the provinces).
• Support the documentation and evaluation of UNDP-led capacity development interventions in the PSM area in supported province.
• Elaborate the training and supportive supervision plans on Supply chain management in supported province.
• Participate in both the supportive and formative supervision planning sessions and implementations in supported province.
• Establish and regularly update a training and supportive supervision data base on trainings conducted, people trained, and facilities visited for supportive supervision
• Support quarterly supply chain coordination meetings with key stakeholders, ensure dissemination of minutes and follow up on agreed actions
• Support the execution of the PSM monitoring plan.
• Participate in inventory management monitoring visits; provide feedback on storage and distribution conditions.

4.    Support the Provincial PMU’s non-health procurement function and participate in asset verification:
 

• Collaborate with Provincial colleagues to ensure that UNDP procurement plan is updated with planned provincial level requirement/procurements for the supported province.
• Execute administrative processes such as creating vendors, raising requisitions and purchase orders, processing invoices.
• Lead the implementation of UNDP’s non-health procurement plan, including leading the procurement of non-health items at provincial level.
• Lead selection processes including requests for proposals, bid evaluation.
• Organise non-health procurement-related documentation (selection processes, contracts, reports etc.).
• Lead the preparation of contracts and amendments for service providers.
• Support the implementation of non-health procurement-related recommendations from audits. 
• Support in following up on purchase orders with suppliers.
• Support the monitoring of purchase orders and related financial commitments in UNDP’s accounting systems (QUANTUM) for the provincial procurements.
• Follow up with provincial level suppliers on delivery of procured goods and services to ensure quality and adherence to contract terms.
• Follow with suppliers to ensure timely submission of invoices and collaborate with Finance team to ensure timely payment of submitted invoices.
• Support the maintenance and updating the UNDP asset register at UNDP and Sub-Recipient levels with a focus on assets in the province.
• Participate in and document asset verification visits.

5.    Support activities for the Mass Distribution Campaign of mosquito nets, as follows:
 

• Monitoring of LLIN reception at provincial level.
• Monitoring of LLIN storage conditions by SRs.
• Manages returns from LLINs in in the post distribution stage Logistics bases.
• Support the SRs in LLIN waste management.
• In coordination with SRs, ensures safe storage of LLINs

6.    Support activities on Sampling and Quality assurance of health commodities in Bié

• Support the implementation of QA/QC activities in Benguela as per the developed grant QA/QC plan in collaboration with ARMED, Support Pharmacovigilance activities in provinces.
• Realize the sampling of health commodities on arrival of goods in the province and while stored in the SDPs.

   

Institutional Arrangement

The UNDP office in Benguela province is set up mainly for the management of the Global Fund project being implemented by a coalition of partners including the provincial government of Benguela, NGOs and CBOs led by UNDP.

The PSM Associate position reports directly to the Project Manager at the Bie office and receives continuous technical guidance from PSM Specialist in Luanda for the planning and proper execution of his/her functions. The PSM portfolio constitutes more than 50% of the total project portfolio is very critical to the successful delivery of the Global Fund project in the provinces This places this position at the centre of all the operations of the project, therefore. 
This position works very closely with all our partners to ensure that service levels are maintained at optimum efficiency to avoid stockouts. The position also ensures that the capacity of the GPS and Health facility staff is strengthened to properly manage stocks and avoid stock outs.
 

Competencies

Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline 
Think Innovatively:  LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements  
Learn Continuously:  LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback 
Adapt with Agility:  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible  
Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident 
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships 
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination  
 

Cross-Functional & Technical competencies

Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

UN policy knowledge- ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy.

Sourcing: Ability to find, evaluate and engage suppliers of goods and services.

Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Required Skills and Experience

Education:

Secondary education with specialization in business management, social sciences, public health, or pharmacy or University degree (Bachelor) in the above fields or related fields. 
 

Experience:

• 6 years (with secondary education) or 3 years (with bachelor’s degree) experience in the field of procurement and supply chain, preferably in the health sector.
• Supply Chain Management skills including inventory management, distribution planning and stock status monitoring
• Procurement planning and execution
• Project management and client engagement skills
• Experience in quantification of health commodities
• Experience in asset management
• Experience in stock analysis and reporting
• Experience in organizing training plans and supporting capacity development activities
• Experience in supporting health-focused project
• Work experience in Angola and in particular at provincial level

Language:

• Fluency in Portuguese, both written and verbal
• Good working knowledge in English 

Disclaimer

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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