UNDP partners with the Global Fund (GF) to support and strengthen national responses to HIV, Tuberculosis and malaria. The objective is to ensure access to quality health services for all and enable all those living or affected by the diseases to live healthy, productive lives. The partnership leverages UNDP’s mandate to strengthened institutions to deliver universal access to basic services and rebuilding resilient health services in crisis and post-crisis settings.
UNDP supports the implementation of GF programmes on an interim basis in countries facing significant capacity constraints, complex emergencies, donor sanctions, or other difficult circumstances;
Develops national capacity and strengthens national systems to gradually reduce the need for UNDP implementation support and to transfer the role of Principal Recipient to national entities when circumstances permit;
And transforms national responses to the 3 diseases by providing policy and technical support in areas of UNDP expertise and mandate, such as human rights and gender equality, sustainable financing and environmental sustainability, and reaching key populations at higher risk.
In South Sudan, UNDP has been the Principal Recipient (PR) of the GF grants on behalf of the Government of South Sudan since 2004. Since then, working in partnership with the Ministry of Health, UNDP has been managing the Global Fund HIV, TB and Health Systems Strengthening grants in South Sudan. The grants are aimed at providing TB and HIV services and strengthening the country’s overall health system.
The procurement of goods (including health commodities) and services represents a major portion of expenditure of the GF programme.
One of the key activities under the South Sudan grants is to strengthen the national pharmaceutical procurement and supply chain management system to ensure the safe and effective use of medicines for improved health standards. A review of the pharmaceutical sector revealed capacity gaps in medicine procurement, storage, distribution and utilization. In view of the projected scale up of health services by the government of South Sudan, these gaps pose a major risk to the HIV and TB programme outcomes.
To address some of the gaps, the UNDP is recruiting a Procurement and Supply Chain Management Specialist to coordinate the supply chain system, monitor the distribution plan and ensure timely and effective procurement of goods and services procured by UNDP, and the supply and management of pharmaceuticals and health products to all distribution points.
Duties and Responsibilities
Under the overall guidance and direct supervision of the UNDP Project Coordinator, the Procurement and Supply Chain Management Specialist will be responsible for the following:
- Timely preparation of procurement plans for the different GF grants, establishment of the deadlines and monitoring of their implementation.
- Establishment and implementation of proper monitoring system and control of procurement processes including organization of tender documents, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared, approved in ATLAS and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems.
- Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
- Takes the lead on developing a strategy for appropriate integration of UNDP / GF procurement activities with those of the Country Office.
Quantification & supply planning of health products
- Participate actively in the Technical Working Group(TWG) for the Forecasting and Quantification of pharmaceuticals, health products, laboratory supplies, and as well as the Technical Working Group for Early Infant Diagnosis (EID) and Viral Load monitoring (VL), to ensure timely forecasting and quantification of pharmaceutical and health products.
- Ensure timely and proper preparation of procurement plans for the different GF grants, establishment of the deadlines and monitoring of their implementation.
- Ensure timely procurement of health products, ensuring that the MOH submits requests for procurement or signs off on all the CEs before orders can be placed.
- Ensure timely scheduling of deliveries for the delivery of health products, regularly following up with suppliers and freight forwarders on the status of POs not yet delivered.
- Ensure timely and proper distribution of health products” and “Quality assurance
- Ensure that the procurement of health products is accompanied by a distribution plan, the products are transported directly to their sites, and ensure site readiness before ordering the products.
- Improve distribution and transport strategy of health commodities to the sites as well as collection and analysis of essential logistics data (LMIS).
- Take the lead in ongoing efforts to improve and streamline distribution planning and processes, including the use of Push and Pull systems
- Manage the elaboration and implementation of a quality assurance plan, as per UNDP guidelines, to ensure that the quality of health products procured by UNDP is maintained along the supply chain.
- Ensure regular sampling and testing of medicines, both at reception and along the supply chain.
- Act as focal point for all health products quality related issues.
Supervision of the Riverside Warehouse management
- Supervision of the Riverside warehouse manager to ensure efficient warehouse operations for the project: reception of products, inventory management, orders preparation and distribution.
- Review and improve the system of receiving and processing orders from health facilities and partners.
- Timely processing of distribution plans and orders from health facilities and partners in line with FEFO/FIFO, and provide proper feedback where commodities cannot be supplied as requested.
- Ensure that SOPs of the Riverside warehouse are complete and up to date;
- Oversee the use of the warehouse management inventory system (M-Supply) for ordering, delivery, receipt, stock level and inventory control including expiry tracking – including identifying, analyzing and recommending expanded use of system functionalities, and related capacity development of staff and other users.
- Provide partners and stakeholders with regular stock status, pipeline, distribution and other reports to meet their needs (data, format, frequency, etc.) to provide a full picture of commodities, thus assist in minimizing stock-outs and overstocks.
- Quality assurance and management of the Pharmaceutical Warehouse including providing capacity building in QA for the warehouse staff.
Technical PSM coordination with partners, knowledge sharing & capacity building
- Act as focal point and coordinate with technical PSM partners on all PSM related issues; facilitate logical coordination of the different PSM technical assistance initiatives.
- Assist in developing a strategy for appropriate integration of UNDP / GF procurement of health products with those of other agencies and funding mechanisms (including HPF, RRF, WHO, UNICEF, etc.), and towards strengthening Governmental /Ministry of Health capacity and provide support and guidance to all stakeholders in supply chain management where appropriate.
- Develop and implement an effective coordination mechanism for health products supply-management linking Central Store to specific States and Counties to facilitate timely distribution and delivery of the products.
- Continuously build the capacity of staff involved in the supply chain management system through training, coaching and on-the-job training;
- Participate in the partnership between the MoH Pharmaceutical Directorate and key stakeholders to address key gaps identified in pharmaceutical supply chain management;
- Attending Technical Working Group meetings, and providing feedback on the project’s activities and future work plan;
- Ensuring coordination and complementarity with other partners supporting the Ministry of Health in the supply chain area.
- Conduct periodic field visits to support the management of health products at health facilities and recommend areas of technical assistance.
- Perform other duties as assigned by the Project Coordinator.
- Innovation - Ability to make new and useful ideas work
- Leadership - Ability to persuade others to follow
- People Management - Ability to improve performance and satisfaction
- Communication – Ability to listen, adapt, persuade and transform
- Delivery - Ability to get things done while exercising good judgement
Required Skills and Experience
Education: An advanced degree (Masters or its equivalent) in Pharmacy, Procurement and supply chain management, Public health, or related field.
- At least 5 years of progressive work experience at international level in procurement and supply chain management of health products, in developing countries;
- Experience in providing technical assistance in a similar capacity in Africa is strongly preferred. Experience in South Sudan is an added advantage;
- Experience working in Global Fund related PSM projects is preferred;
- Experience working in partnership with programmes supported by other international and bilateral agencies such as WHO, World Bank, USAID preferred;
- Demonstrated ability to write sound technical reports;
- Computer skills including m-Supply, spreadsheet, database, etc.