Background
The UNDP Tajikistan Country Office has been acting as interim Principal Recipient for implementation of the grants provided to Tajikistan by the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) since 2003.ย
The UNDP Tajikistan Country Office was selected as the Principal Recipient in the implementation of HIV/AIDS grants provided to Tajikistan by the Global Fund to fight AIDS, Tuberculosis and Malaria since 2003. The overall goal of the Project is to reduce the burden of HIV and TB in the country through addressing challenges related to HIV, drug resistant (โDRโ) TB, co-infection of TB/HIV, human rights barriers, and underlying health systems shortcomings calling for urgent actions. The Project is streamlined around four main objectives, aiming at ensuring effective HIV response measures among key populations (KPs), scaling up access for early and quality diagnosis, treatment and care, ensuring integrated care for those affected both by TB and HIV, as well as strengthening national public heath response. The Project will build up on the previous projectsโ achievements and results; it will additionally, introduce innovative approaches, such as index testing for HIV, introduction of TB-LAM diagnostic method and new community active case finding interventions using One Impact mobile solution. Also, the Project will contribute to the national health care reform by building and improving the technical and managerial capacities of health professionals, promoting participation of civil society organizations in the response to the HIV/AIDS and TB epidemics, and enhancing the cooperation of non-governmental organizations with the public health sector.
Duties and Responsibilities
Procurement and Supply Associate is responsible for effective delivery of procurement services in order to obtain the best value for money in the grant. The Procurement and Supply Associate is responsible for the grant procurement and provides solutions to a wide spectrum of complex issues related to procurement.ย
Under the guidance and direct supervision of the Administrative and Finance Analyst, the Procurement and Supply Associate provides overall management of administrative and logistics services, procurement and administers and executes processes and transactions ensuring their effectiveness, transparency and integrity. The Procurement and Supply Associate promotes a client-focused, quality and results- oriented approach in the Unit. The Procurement and Supply Associate promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. He/she will work in close collaboration with the national partners, international long-term agreement partners, UNDP Country Office and Headquarters staff.ย
Theย Procurement and Supply Associate will have of the following responsibilities:ย
Ensures implementation of operational strategies focusing on achievement of the following results:
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.ย Project administrative and logistics business processes mapping and support to elaboration of the content of internal Standard Operating Procedures (SOPs) in consultation with the direct supervisor and CO Procurement office. Elaboration of proposals and implementation of cost saving and reduction strategies.Provides support to procurement processes for project at the request of national partners focusing on achievement of the following results
Intitate procurement processes for the GF Grants with international procurements agents and partners complying with Global Fund requirements for procurement of health and non-health products in accordance with the UNDP rules and procedures. Follows and implementย the Global Fund requirements on procurement of health producs and ย cooperates with international procurements agents and partners (Global Procurement Unit, Global Drug Facility, UNICEF Procurement division, UNFPA Procurement Services Branch etc.) for procurement of pharmaceuticals, diagnostic products, laboratory equipment and supplies. Monitors implementation of PAPs with timely updates of utilization under the project budget lines for cost-efficiency and consistency with the Project Document and corresponding Annual Work Plan. Proposes activities to ensure cost effectiveness of interventions.ย Prepares and updates Health and non-health Procurement Action Plans for the grants in close collaboration with the with relevant programme staff to initiate and facilitate procurement processes as planned.ย Cooperates with UNDP CO and contractors to support to effective management of procurement contracts through establishing a contract monitoring tool and follow up as necessary Prepares requests with all supporting documents including drafting contracts for issuance of Purchase orders, contracts,and other documents related to procurement of goods and services. ย Creates requisitions/cases/POs in Unall, Quantum system, budget check for requisitions. Implementation of effective maintenance of procurement records (regular filing, archiving, reporting) and timely and regular submission of originals to UNDP.ย Participates in the preparation to audit and including preparation of necessary documents; participate in the audit process and follow up actions.Provides support to proper supply management ofย procured health and non-health goods, focusing on achievement of the following results:
Collaborate with the Logistic Assitant and project Assets Focal Point by ensuring safekeeping of assets, preparing bi - annual physical inventory reports.ย Cooperates with the Logistic Assistants to ensure timely customs clearance of goods by preparing and collecting official letters to/from state authorities and UNDP CO for obtaining import permissions in line with the national legislation and UNDP rules and procedures and clearing goods at customs terminals Support in project vehicle management and maintenance. Cooperates with the team to ensure timely distribution of procured health and non-health goods. Alternates project asset focal point, if required.Contributes to the knowledge building and knowledge sharing in the project and with the national partners
Contributes to further strengthening of the applications and tools aimed at improvement of the stock management, the Logistic Management Information System Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects including organization of trainings for the operations/ projects/national partners staff on Procurement.ย Synthesis of lessons learnt and best practices to contribute to strengthening of national supply chain management. Interacts with and provides guidance for national partners and independent experts on developing of adequate specifications/terms of references for goods and services in line with the UNDP rules and procedures as well as review and adjustment as necessary;The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning ofthe Office and the Organization.
Institutional Arrangement
The incumbent will directly report to the Administrative and Finance Analyst of the Global Fund project.
Competencies
Core Competencies
ย Cross-Functional & Technical Competencies
Customer Satisfaction / Client Management:ย ย ย 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.ย Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.ย Ability to anticipate client's upcoming needs and concerns. UN policy knowledge - ethics:ย ย ย Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity. Procurement Management:ย ย ย ย ย ย The ability to acquire goods, services or works from an outside external source. Sourcing:ย ย ย ย ย ย ย ย ย ย ย ย Ability to find, evaluate and engage suppliers of goods and services. Operations Management:ย ย ย ย ย ย ย ย ย ย ย Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisationโs assets into the best results in the most efficient way.ย Knowledge of relevant concepts and mechanisms.ย Working with Evidence and Data:ย ย ย ย ย ย ย ย ย ย ย Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making. Documents and records management:ย Overall document (hard or electronic) management; registry and retention policy including storing and archiving.Required Skills and Experience
Education:
Secondary Education is required. University degree (Bachelorโs degree) in Business or Public Administration, Supply Chain/Logistics, Finance, Economics or related will be given due consideration, but is not a requirement. CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.Experience:
Minimum 7 years with Secondary Education OR; Minimum 4 years with Bachelorยดs degree of professional experience in administration/operationsย related to procurement or related fieldsย is required.ยRequired Skills:
Proven experience in outstanding computer skills, including the ability to apply existing and contribute to initiate changes.ยDesired Skills:
Experience in the use ofย web-based management systems for e-tendering and/or supply chain is an asset. Relevant supply chain, logistic, including on-hands custom clearance experience in the development organization is highly desirable Supply chain and/or procurement experience within the UNย system practices, preferably of health products. Knowledge of UN and Global fund procedures and project implementation will be an asset. Strong knowledge and experience in working with Global Fund grants in procurement and supply management is an asset.Required Languages:
Fluency in English, Russian and Tajik is required. ยEqual opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
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