UNDP is key partner to the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of the Rounds 8 GFATM HIV&AIDS grant in Mali. In the role of Principal Recipient, UNDP is responsible for the financial and programme management of the GFATM grant as well as procurement of pharmaceutical, non-health items and required services. In all areas of implementation, UNDP provides capacity development services to relevant institutions, sub-recipients and implementing partners. For the implementation of the Global Fund program, UNDP Mali is establishing a Program Management Unit (PMU) that will coordinate the implementation of the projects and provide general guidance of Global Fund rules and procedures to all Sub Recipients participating in the implementation of the projects. Procurement represents a major portion of expenditure of the GFATM HIV Project. The PSM Specialist is responsible for the successful delivery of the procurement services for the efficient implementation of the Global Fund HIV grant. The PSM Specialist works in close collaboration with the Procurement Support Office in Copenhagen.
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Summary of key functions: - Elaboration and implementation of operational strategies
- Efficient management of procurement processes
- Elaboration, introduction and implementation of sourcing strategy and e-procurement tools
- Facilitation of knowledge building and knowledge sharing
Under the guidance and supervision of the GFATM Project Coordinator, the PSM Specialist ensures the provision of effective and efficient PSM activities, with the following responsibilities:
Ensures elaboration and implementation of operational strategies focusing on achievement of the following results: - 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.
Ensures efficient management of procurement processes for the GFATM project, focusing on achievement of the following results: - Ensure timely and proper preparation of procurement plans for the different GFATM grants, establishment of the deadlines and monitoring of their implementation;
- Ensure utilization of Uses the existing LTA architecture for procurement of pharmaceuticals;
- Establishment and implementation of proper monitoring system and control of procurement processes including organization of tender documents, 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 approved in ATLAS and dispatched. Ensure 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 activities 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 where appropriate.
Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results: - 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;
- 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.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: - Provides training and guidance to a team of procurement staff within the project and develops work plans and priorities, monitors achievements and evaluates performance of staff;
- Management of all assets under GFATM Project in compliance with the UNDP Asset Management Rules and Regulations including but not limited to recording, coordinating and reconciling asset inventory including physical verification of assets on sites, asset transfer, disposal, write-off and synchronization of Asset Inventory and ATLAS;
- Maintaining electronic and hardcopy files and records to ensure proper accountability;
- Perform other related duties as required.
Impact of Results: - The key results have an impact on the GFTAM project efficiency in procurement management and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services and overall timely delivery of UNDP programmes and projects.
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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 contract and procurement 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.
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