Job: Procurement and Supply Chain Management Analyst

Location: Islamabad 
Deadline: Saturday, 12 October 2013 

Description

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS strategy for Pakistan is aimed at providing maximum support to the Government and people of Pakistan through the delivery of projects and services in linewith the government's own priorities. UNOPS has been supporting projects in Pakistan for more than 15 years.In 2010, a UNOPS Operations Centre was established in Islamabad to support the flood response activities of the government and international community. A core team of national and international staff liaised with the relevant government authorities, national and humanitarian response architecture (cluster system) and donors for the provision of UNOPS services. Presently, UNOPS Pakistan is implementing projects in three thematic areas including early recovery and reconstruction of community infrastructure, legal empowerment of the poor and the LFA role for the Global Fund grants in Pakistan.

Project Background:

The Local Fund Agent (LFA) is a crucial part of the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) system of oversight and risk management. The LFA's principal role is to provide informed and independent professional advice about the capacity of Principal Recipients (PR) to manage the implementation of activities funded under grants (including a PR's capacity to oversee implementation of activities by Sub-recipients), to make recommendations concerning periodic disbursement of grant funds, to review grant performance when a grant is being considered for renewal, and to provide the Global Fund Secretariat on an ongoing basis with relevant information on issues or risks which might affect grant performance.

The LFA is expected to have an up-to-date and comprehensive understanding of the diseases(HIV/AIDS, Tuberculosis and Malaria), how they are prevented, transmitted and treated and their impact on the country. The LFA assesses the PR's institutional and health/programmatic capacities and arrangements to ensure adequate health expertise (HIV/AIDS, Tuberculosis and/or Malaria) in the implementation of the Global Fund grants. The LFA also determines whether the PR has adequate infrastructure and information systems to support grant implementation, including the monitoring of performance of Sub-recipients and outsourced entities in a timely and accountable manner.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System andthat of UNOPS.

UNOPS is committed to achieving a truly diverse workforce.

Functional Responsibilities

Under the guidance and direct supervision of the PSM Specialist, the PSM Analyst shall undertake extensive visits to the Principal Recipient /Sub Recipients/Sub Sub Recipients for the following duties:

a) Procurement Policy, Planning and System:

• Identify whether the entity has a written Procurement Policy and Procedures Manual consistent with the basic principles of the GFATM Procurement Policy. In the absence of the a Procurement Policy and Procedures manual, that the entity adopted procurement practices in line with the National Procurement Policy-Public Procurement Regulations/Standard procurement Practices;
• Perform a structured review of PSM Plan prepared by the PR;
• On the basis of sample verification ensure that the procurement of goods, works and services was open, competitive, fair and transparent;

• Identify whether all procurements adequately reflect efficient and economic use of the The Global Fund (TGF) resources and satisfactory value for money;

• Verify that all Pharmaceuticals and other health products procured using The Global Fund (TGF) resources are in accordance with TGF Quality Assurance policy.

• Map the SR's/SSR's procurement business processes and its alignment to their internal procurement Standard Operating Procedures (SOPs);

• Review all procurement requisitions for completeness and adequacy of technical specifications, and assess the extent to which the procurement met the final user's requirements and specifications;

• Verify that all the Health equipment procured using TGF resources are in accordance with TGF Quality Assurance policy and follow the principle of Total cost of ownership;

• Verify that all the procurement activities are in line with the Global Fund approved Procurement and Supply Management Plan, Performance Framework, Work Plan and Budget.

b) Supply Chain Management:

• Verify whether Pharmaceuticals and Health products Management (PHPM) is done following WHO/International Standard Practices in terms of Good Storage and Distribution practices including inventory management;

• Carry out warehouse inspections, prepare inspection reports and make practical recommendations to remove identified shortcomings.

• Collect evidence of receipt of goods and services and monitor their rational use;

• Assess whether stock quantities are reconciled to goods received and stock issuance documentation;

• Assess whether the SRs/SSRs are maintaining proper Fixed Asset Management Records in line with the appropriate policies and standard practices;

• Verify the supply and distribution of drugs and health products from the store or dispensary to the intended beneficiaries/patients.

• Assess whether the number and quantities of health products distributed are reasonable against the number of beneficiaries;

• Assess the availability, effectiveness and efficiency of the existing Health/Logistics Management System (H/LMIS), and its ability to monitor stock movements, stock levels, track usage by numerous beneficiaries;

• Assess the accuracy and completeness of the periodic stock and consumption reports, and whether they are timely submitted to the management;

• Conduct review and physical verification of goods, works and services procured under the grant;

• Identify overstocking /under stocking situations in the supply chain which may lead to unwarranted expiration/out of stock situation;

• Identify risks in SR/SSRs procurement/Supply chain which may have led to or lead to diversion of grant funds/misappropriation/frauds and pilferage;

• Assist the PSM Specialist in carrying out and/or contributing to various PR/SR Assessments/ Verifications, PSM Plan/Procurement Plan reviews, Procurement Reviews, Country Profile, OSDV, Fixed Asset Verifications, PR and country risk assessments, PQR audits, PUDRs etc.

c) PR, SRs and SSR' assessment and data verification

• Under the overall supervision of the LFA Country Team Leader and the direct supervision of the PSM Specialist, the PSM Analyst will conduct on-site (field-level) assessments following the GFATM framework, by using the forms, checklists and questionnaires provided by the GFATM (and/or APO/CCT) as guides or tools. The assessments will focus mainly on the following aspects:

1. To determine the PR/SR's/SSR's required minimum capacities, to identify and advise on key capacity-building requirements. This will include compiling information on supply procurement and distribution system from various documents, discussing with the PR and visiting various offices located country

2. To provide timely and relevant advice to the GF on any findings or issues relevant to procurement and supply management system, with respect to the grants;

3. Reviewing SR/SSR's PSM plan and advise whether the SR/SSRs meet the required minimum capacities for implementing Global Fund programme as listed in Procurement and Supply Monitoring assessment guidelines and framework.

Perform other related tasks that the PSM Specialist and Country Team Leader may direct.

Competencies

• Professionalism

• Integrity

• Respect for Diversity

• Must have a profound knowledge of the subject matter and be familiar with government practices and best practices as per national and international procurement standards.

• Experience in the usage of computers and office software packages (Microsoft Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages, Experience in handling of web-based management systems.

• Must be able to work independently and take responsibility for all inspection outputs which must be consistent, of sufficient depth, accuracy, and thoroughness.

• International exposure and donor coordination experience preferred.

• The candidate should be willing to undertake extensive travel throughout the country

Skills

• the candidate must have excellent communication skills with fluency in English and Urdu (both written and spoken);

• Must be a team player, flexible, well organized and an efficient time manager.

• Advisory services

• Medical supplies

• Public procurement

• Inventory control

• Inspection

• Supply chain development and optimization

• Experience with WHO GMP(good Manufacturing Practice) standards

• Reporting

• Warehousing

• Quality Assurance

• HIV AIDS

• Malaria

• Tuberculosis

• Monitoring & Evaluation

• International Organizations experience

Education

University degree (master's or bachelor's) in Pharmacy from a recognized university is required.

Experience

• With Master's degree 2 years of relevant experience and knowledge in handling pharmaceuticals and health supplies, and working of the health sector is required;
• OR with Bachelor's degree 4 years of relevant experience and knowledge in handling pharmaceuticals and health supplies, and working of the health sector is required

Certifications

Additional training in procurement, supply chain/logistics management, such as CIPS or UNDP procurement certification, shall will be an added advantage.

Languages

Fluent written and spoken English and Urdu is required.

Contract type, level and duration

Contract type: Individual Contractor Agreement Contract level: Local Individual Contractor Specialist Level 6 Contract duration: Up to 31 December 2013, renewable subject to satisfactory performance and funding availability'

For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks. ONLY PAKISTANI NATIONALS AND THOSE WITH RIGHTS TO LIVE AND WORK IN PAKISTAN ARE ELIGIBLE TO APPLY FOR THIS POST. PLEASE ATTACH A COVER LETTER AND COPIES OF UNIVERSITY DEGREES AND ANY PROCUREMENT CERTIFICATES.

More Info and Application