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Procurement Specialist Vacancy at UNDP in Sudan

UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grants. As the Principle Recipient of 5 grants (2005-2011) from the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) amounting to USD 300 million, UNDP is managing the largest fund portfolio in the Arab region. UNDP's management role consists in implementing grants, ensuring financial accountability, and training of more than 32 national and international counterparts on programme management and financial accountability. In its role as Principle Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery.
Procurement represents a major portion of expenditure of the GFATM Programme. The Procurement Specialist will play an important part in the programme's vendor management system where he/she will identify and assess potential and relevant service providers through a competitive process.
Under the overall guidance of Programme Manager, the Procurement Specialist is responsible for the supervision of the GFATM procurement team. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the team. The Procurement Specialist works in close collaboration with the programme, finance, and monitoring and evaluations staff within the Global Fund unit, the Country Office and the Procurement Support Office in Copenhagen.
Duties and Responsibilities
Under the guidance and supervision of the Programme Manager, the Procurement Specialist ensures the provision of effective and efficient procurement activities, with the following responsibilities:
  • Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
  • Ensures GFATM Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office;
  • Conceptualization, elaboration and implementation of contract strategy for GFATM including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
  • Conceptualization, elaboration and implementation of strategic procurement for GFATM including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement;
  • Ensure timely and proper preparation of procurement plans for the different GFATM 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 RFQ, ITB or RFP, 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 and dispatched. 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 / GFATM procurement practices with those of other agencies (including WHO, UNICEF, etc.), and towards strengthening Governmental /Ministry of Health capacity and provides support and guidance to all stakeholders in procurement at all stages of the procurement cycle;
  • Leads the development and/or review of tools, processes and systems for the planning, management and monitoring of procurement activities in order to meet Sub-Recipients' needs and UNDP's deliverables vis-à-vis the Global Fund;
  • Ensures that Sub-Recipients are sufficiently advised on procurement issues at proposal development stage, so that their procurement plans are adequately scheduled, budgeted and comply with their contracts;
  • Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services;
  • Oversees adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations;
  • Prepares a variety of procurement related documents, including purchase orders, contracts, communications, guidelines, instructions etc;
  • Provides training and guidance to a team of procurement staff at GFATM and develops work plans and priorities, monitors achievements and evaluates performance of staff.
Corporate Competencies:
  • Demonstrates integrity by modeling the UN values and ethical standards;
  • Promotes the vision, mission, and strategic goals of UNDP;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
  • Demonstrates capacity to plan and organize ones work effectively, including support to design, planning and implementation of projects, management of data and reporting;
  • Strong analytical skills and strategic thinking, including a sound understanding of the framework of UNDP's cooperation with the GFATM;
  • Focuses on impact and results for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates resourcefulness, initiative and ability to meet tight deadlines;
  • Builds strong relationships with internal and external clients, including the Global Fund and the UN family of agencies;
  • Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems;
  • Ability to perform a variety of specialized activities related to Logistics and Supply Chain management;
  • Ability to provide input to business processes re-engineering;
  • Remains calm, in control and good humored even under pressure;
  • Demonstrates openness to change.;
  • Actively works towards continuing personal learning and development;
  • Promotes a knowledge sharing and learning culture in the office.
Required Skills and Experience
  • Master's degree in Business, Public Administration or any development related field and/or a degree in procurement.
  • Minimum of 7 years professional experience, which includes international experience in (pharmaceutical) procurement, preferably in developing countries.
  • Solid experience in the management of people and systems in high-pressure environments.
  • Strong IT skills.
  • Experience of UN or UNDP procurement policies and procedures highly desirable.
Language Requirements:
  • Fluency in both written and spoken English. Knowledge of Arabic an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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