ThaiNGO

United Nations Development Programme

Terms of Reference

Post Title:                               Procurement and Supply Management (PSM) Assistant

Type of Appointment:          Service Contract (SC-5)

Organizational Unit:             UNDP Bangkok Regional Hub

Duration of Contract:           1 year (Renewable subject to good performance and availability of funds)

Remuneration:                      Starting Baht 556,800 per annum.

Background:

UNDP is a key partner to the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund) and serves as Principal Recipient (PR) in 26 countries. In December 2012, the Country Coordinating Mechanism/Steering Committee requested that UNDP Asia Pacific Regional Centre (BRH) assume the PR role for the Phase 2 of the Multi-Country South Asia Regional HIV Grant (MSA grant). The overall goal of the grant is to reduce the impact of HIV on men who have sex with men (MSM) and Transgender people. In its role as the PR, UNDP is responsible for the financial and programmatic management of the Global Fund MSA grant (Programme) as well as for the procurement of pharmaceuticals health and non-health products. The grant supports regional advocacy initiatives and country level advocacy and capacity building activities with civil society partners in Afghanistan, Bangladesh, Bhutan, India, Nepal, Pakistan and Sri Lanka. Afghanistan and Pakistan also have HIV service delivery components for which UNDP procures health products and pharmaceuticals such as condoms, lubricants, HIV test and other tests, STI drugs and other health products.

UNDP‘s management role consists in ensuring successful implementation of grant activities by the sub-recipients ensuring programmatic and financial accountability and capacity building of national and international counterparts on programme, monitoring and evaluation (M&E) and financial management.

Under the guidance and supervision of the MSA Programme Manager and in coordination with Procurement and Administrative Services Manager, the PSM Assistant ensures execution of transparent and efficient logistics services and inventory management of health products in UNDP BRH.

PSM Assistant works in close collaboration with the Procurement Support Office (PSO), UNDP - Global Fund Partnership Team, MSA Programme Assistant, procurement and finance staff at BRH and UNDP Country Offices for resolving logistics, inventory, procurement-related issues and information exchange.

The PSM Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities:

Summary of Key Functions:

Implementation of operational strategies;

Support to the procurement process;

Implementation of sourcing strategy;

Control of MSA Programme Assets and Health Product forecast and inventory in Afghanistan and Pakistan;

Provision of logistical services.

Ensures implementation of the operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UNDP rules, regulations, policies and strategies in line with relevant Global Fund/UNDP requirements; implementation of the effective internal control;

BRH Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management as well as under guidance of the PSO, UNDP - Global Fund Partnership Team and specialist assigned by PSO.

Support the organization of procurement processes for the MSA Programme and support UNDP Country Teams under the Global Fund grant focusing on achievement of the following results:

Preparation of the MSA Programme PSM Plan and its implementation monitoring;

Support to the procurement processes including support to quantification and forecasting, preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;

With support from the PSO, ensure the approved grant Procurement and Supply Management (PSM) Plan is implemented timely; and required approvals sought from Global Fund in case of any change required with adequate justification;

Preparation of Purchase Orders in Atlas, vendors’ creation in Atlas;

Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);

Implementation of the internal control system that ensures that Purchase Orders (POs) are duly prepared and dispatched. Take timely corrective actions on POs with budget check errors and other problems;

Ensuring that the procurement agencies contracted by UNDP to procure and supply the HIV commodities deliver timely to SRs as per agreed conditions;

Ensuring that the HIV commodities are cleared by Custom Offices timely to be sent to SRs (in coordination with UNDP COs as required);

Ensure all the required documentation of the HIV commodities are properly recorded and are readily accessible;

Drafting PSM reports under MSA Programme and providing periodical PSM status update to the MSA Programme Management Unit and the Global Fund.

Ensures implementation of sourcing strategy focusing on achievement of the following result:

Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;

Support to UNDP Country Teams and guiding SRs in PSM processes when required.

Ensures proper control of MSA Programme assets and health products inventory focusing on achievement of the following result:

Collection from SRs and preparation of periodic inventory reports to be shared with UNDP PSO and the Global Fund Local Fund Agent when necessary;

Implementation of Inventory and physical verification control in the BRH/MSA Assets and COs;

Ensuring proper asset management at SRs in coordination with UNDP CO staff;

Periodic physical verification at the SR offices and service delivery sites.

Ensures organization of logistical services focusing on achievement of the following results:

Coordination with GPU and other suppliers the delivery of health products to the designated national SRs;

Coordination with country teams on tax and custom clearance for the release of both health and non-health items to the designated national SRs.

Provides support to Procurement and Administrative Services Manager as assigned.

Competencies:

Functional Competencies:  

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things;

Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position;

Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;

Strives to keep job knowledge up-to-date through self-directed study and other means of learning;

Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

Documents ‘best practices’ in organizational change and development within and outside the UN system for the overall grant;

Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems;

Provides inputs to the development of simple system components.

Client Orientation

Level 1.1:  Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion;

Organizes and prioritizes work schedule to meet client needs and deadlines;

Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;

Responds to client needs promptly.

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems;

Prepares timely inputs to reports;

Maintains databases.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;

Demonstrate corporate knowledge and sound judgment;

Self-development, initiative-taking;

Acting as a team player and facilitating team work;

Facilitating and encouraging open communication in the team, communicating effectively;

Creating synergies through self-control;

Managing conflict;

Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;

Informed and transparent decision making.

Qualifications:

Education:

Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Work experience:

2 years of PSM experience is required at the national or international level;

Experience in quantification and forecasting of pharmaceuticals or health products is an asset;

Proficiency in office software packages (MS Word, Excel, etc.).

Language requirement:

Fluency in English with good verbal and written skills.

Remark:

This vacancy announcement is for position no. 00106958;

Interested candidates should submit applications online with UN Personal History Form (P11) by 10 January 2016 at:

http://www.th.undp.org/content/thailand/en/home/operations/jobs/

This position is open for Thai national only.

Only short listed candidates will be notified.