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Procurement and Supply Management Associate || UNDP – United Nations Development Programme

  • Harare

UNDP - United Nations Development Programme

DUE : 28 DEC 2022

Description of assignment title: Procurement and Supply Management Associate
Assignment country: Zimbabwe
Expected start date: 09/01/2023
Sustainable Development Goal: 3. Good health and well-being
Volunteer category: National UN Volunteer Specialist
Host entity: UNDP
Type: Onsite
Expected end date: 03/01/2024
Number of assignments: 1

Mission and objectives
In support of the Government of Zimbabwe, the United Nations Development Programme (UNDP) has embarked on the implementation of a five-year Country Programme Document (CPD) 2022-2026.

UNDP focuses on areas that have a multiplier effect through a targeted build-up of capacities, policies, the creation of dialogue space, and scalable downstream interventions. Proposed downstream interventions will seek to provide platforms for citizen engagement in democratic processes and facilitate access to skills, knowledge and new technologies for increased income generation.

In so doing, UNDP Zimbabwe renders its support through the following three programmatic areas:

1. Democratic Governance
2. Inclusive Growth and Sustainable Livelihoods
3. Climate Change and Resilience Building

Under the overall guidance of Procurement and Supply Management (PSM) Specialist, and direct supervision of the PSM Manager the Procurement and Supply Management Associate is responsible for supporting the day-to-day transactional PSM activities of the team using a cradle to grave approach. The PSM Associate will work in a collaborative, client-focused, quality and results-oriented manner in the team. The PSM Associate works in close collaboration with the programme and other operations staff within the GFATM Project Management Unit. The Procurement and Supply Management Associate promotes a collaborative, client-focused, quality and results-oriented approach in the team and works in close collaboration with the programme and other operations staff within the PMU of the Global Fund Unit, the Procurement Support Office in Copenhagen, the PCU unit at MoHCC and the Sub-Recipients.

Task description
Under the direct supervision of PSM Manager the national UN Volunteer will undertake the following tasks:
1. General;
– Assist in gathering data and other sources for analysis to ensure timely and proper preparation of PSM Plans and its revisions; and other financial reporting i.e. cash forecasts and explanation of budget variances for the different GFATM grants;
– Assist in the drafting of reports and official correspondences at a strategic level on pharmaceutical, health products, health equipment and non-health commodities in addition to related PSM services;
– Assist in the any market research and data collection to keep abreast of market developments on the world commodity situation, production patterns and availability of goods and services

2. Procurement:
– Support full compliance of procurement activities in accordance with UNDP rules, regulations, policies and strategies and the Global Fund Quality Assurance Policy;
– Assist the preparation of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their arranging for evaluation
– Assist to implement the activities in the PSM Plan for HIV grant with due diligence through the processes of supplier sourcing, supplier selection and evaluation, solicitation exercise, deliberation of offers, negotiation of offers, draft submissions for review by contract committees, award of tenders, contractor appraisal, legal considerations and payment conditions and risk assessment;
– Support proper preparation, approval and dispatching of Purchase Orders (PO) in ERP system. Supporting timely corrective actions on POs with budget check errors and other problems;
– Assist in the implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched
– Participate in due diligence activities such as vendor verification as assigned by the PSM Manager

3. Supply Chain Management;
– Support processes and documentations for customs clearance, storage, and distribution of pharmaceutical, health products, health equipment and non-health commodities to support public health programmes are in order;
– Provides support to Procurement documents E-archiving, documentation and proper filing;
– Support the arrangement of required documents and invoices for supplier’s payment;
– Ensure proper recording of PSM activities including GFATM’s Price and Quality Reporting (PQR) system and Procurement Tracking Tool for reporting purposes and accountability;
– Perform other related duties as required.

Eligibility criteria
Age: 27 – 80
Nationality: Candidate must be a national or legal resident of the country of assignment.

Required experience
3 years of experience in Procurement and Supply Chain
– CIPS certification
– Minimum of 3 years of experience working in development projects in Zimbabwe with exposure to procurement processes and contract management working in or with open and transparent policies/procedures and
– Demonstrated experience in working with local government, NGOs, donors and/or developmental partners
– Experience working with UN agencies is an added advantage
– Experience in working in high-pressure environment
– Sound IT skills
– English language fluency and strong writing skills required

Area(s) of expertise
Business management, Procurement and contracting, Logistics and Inventory
English, Level: Fluent, Required

Required education level
Bachelor degree or equivalent in Procurement and Supply Chain

Competencies and values
– Accountability
– Adaptability and Flexibility
– Building Trust
– Client Orientation
– Commitment and Motivation
– Commitment to Continuous Learning
– Communication
– Empowering Others
– Ethics and Values
– Integrity
– Judgement and Decision-making
– Knowledge Sharing
– Planning and Organizing
– Professionalism
– Respect for Diversity
– Self-Management
– Technological Awareness

Click here to apply

Other information
Living conditions and remarks
Zimbabwe is in Southern Africa and has three seasons, cool and dry from May-Aug, hot and dry from Sep-Nov, warm and wet from Dec-Apr. The capital Harare lies at an altitude of 1450m above sea level. The middle plateau is Malaria free, and prophylaxis is highly recommended in low lying and hot areas. The currency in use is the Zimbabwe dollar and the United States dollar in some places. Foreign exchange bureaus are available, and all basic food and accessories are available. There are public and private health facilities as well as many social amenities available in Harare.

Harare is a cosmopolitan town full of culture and history. It has over a million residents and a large UN agency presence. The Security Level in Harare is classified as Low (Level 2) as per the UN security management system in Zimbabwe. There are no major security challenges to UN operations in Harare. However, individuals must be on the alert as crime, mainly robberies, house break-ins and smash & grab thefts from motor vehicles at traffic lights and road accidents are some of the increasing risks to the UN in Zimbabwe.

Different types of long-term accommodation are available in Harare. House rentals and prices differ depending on size, location, and furnishings. You are advised to check with the UNDSS Security Advisor on recommended areas. Ensure that the property has good access to water with a prolific borehole with a water tank in place. There are a few reliable online platforms available to enable one to find accommodation more smoothly once they are within the country.
As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

Inclusivity statement
United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy