Procurement Associate

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UNDP contributes to public health and development partnerships through collaborations with the Global Fund to Fight AIDS, Tuberculosis and Malaria (the ‘Global Fund’), Roll Back Malaria, Stop TB Partnerships, and special programmes on human reproduction and infectious diseases that disproportionately affect poor populations.  As part of its wider engagement with the United Nations, the Global Fund has partnered with UNDP since 2003 to ensure that grants are implemented, and services are delivered in countries facing complex challenges. The partnership focuses on three closely linked areas of work: implementation support, capacity development, and policy engagement.

For implementation support UNDP serves as an interim Principal Recipient (PR) (currently in 25 countries) in a variety of settings including countries that face capacity constraints, complex emergencies, poor governance environments, political upheaval, or donor sanctions. It does so upon request by the Global Fund and/or the Country Coordinating Mechanism (CCM) and when no national entity is able to assume the role at the time. UNDP’s role as PR is an interim arrangement until national entities can assume full responsibility for implementation and the capacity of national partners (Government and CSOs) is also strengthened to ensure long-term sustainability of health outcomes.

The Pacific Islands Regional Multi-Country Coordinating Mechanism (PIRMCCM) has entrusted the United Nations Development Programme (UNDP) to serve as the Principal Recipient for GC7 grant cycle from the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund). The three-year (2024- 2026) grant cycle aims to strengthen national responses to HIV and tuberculosis (TB) in the Western Pacific region.

The Multi-Country Western Pacific Integrated HIV/TB Programme supports national and regional efforts across 12 Pacific islands countries (PICs): Cook Islands, Fiji, Federal State of Micronesia, Kiribati, Republic of the Marshall Islands, Nauru, Niue, Palau, Samoa, Tonga, Tuvalu and Vanuatu to scale up and improve the delivery of human immunodeficiency virus (HIV) and tuberculosis (TB) prevention, treatment, care and support services, with special attention to key and vulnerable population groups, and to mitigate against the emerging emergency health risks.

The programme objective is to:

1. strengthen comprehensiveness and quality of HIV prevention, treatment and care service-delivery models with a view to programmatic sustainability.
2. provide early rapid and quality diagnosis of TB, DR-TB and comorbidities with specific focus on hard to reach, vulnerable groups across 12 Pacific Island countries.
3. sustain high quality treatment for all forms of TB including drug-resistant TB and HIV-related TB with patient support; and 4) build up the resilience of healthcare systems, including community systems, to deliver integrated people-centered models of HIV and TB care.

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 

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. 

Scope of Work:

• Assist in developing procurement plan and ensure procurement processes are on track, once the procedures are engaged. Draw up specifications for the equipment required for procurement in close consultation with programme and ensure proper operation, maintenance and appropriate distribution of such equipment.
• Implementation of procurement processes including preparation of bidding documents, collection of quotations, bids or proposals and making sure that all the procurement activities are performed as per UNDP procurement rules and process/project requirements. Create Purchase Orders (Pos) or Requisitions in Quantum system and manage POs.
• Assist to develop TOR, fill-up different forms, prepare meeting minutes/reports/checklist for procurement of goods and services/consultants. 
• Preparation and submission of the procurement cases related to the Contract Asset and Procurement (CAP) committee and assist in the preparation of contract documents. Develop and maintain vendor scorecards and carry out regular assessment of vendor performance.
• With support from project Management, update -relevant rosters and databases of suppliers and partners, in collaboration with procurement section. Continuously update on procurement issues and ensure that procurement tasks and activities are addressed timely and with due diligence. Provide support to PSM Unit in tracking of all procurement processes up to delivery, acceptance and payment.t. Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals and contracts following the provisions of the procurement principles Ensure quality and on time procurement of project goods/services.
• Constant monitoring and analysis of the procurement, advise Programme Manager for readjustment of the procurement budget allocation, advice on legal considerations and risks.
• Provide support in organization and coordination of customs clearance, insurance and registration of received equipment, organization of workshops, conferences, retreats and preparation of inventory reports for the management and audit purpose as required. 
• Perform any other duties assigned by Programme Manager. 
• Provide oversight support to Warehouse Assistant (WA) in adequately planning the Warehouse Management and distribution of the stock and ensure the accurate and timely distribution of Health Products to 12 PICs at regular intervals.
• Assist in managing assets under GF Programme in compliance with UNDP Asset Management Rules and Regulation. 
• Engage with Global Fund PSM Specialist and develop a strong professional relationship based upon mutual trust and respect and ensure transparent and effective procurement and supply chain management of Health Products.