Vacante Procurement/Supply Management Specialist

19 May 2014 08:17 #6485 por recruiter
The incumbent is required to perform the function of procurement/supply chain specialist in the relevant country by carrying out the following activities:

Report reviews:

Reviewing progress update reports and disbursement requests submitted by the grant recipients as per following:

· Review the performance of the procurement work plan and assess its efficiency and effectiveness, identify its weaknesses and success and make recommendations for necessary follow up by the grant recipient;

· Review the resources allocation plan (funds and personnel), assessment of targets and achievement, storage and delivery aspects and its implementation, identify weakness and success relating to procurement and make recommendations for necessary follow up by the grant recipients;

· Review and clearance of the recipient’s PSM plan, using the template for assessment and advise whether the grant recipient meets the required minimum capacities for implementing the programme as listed in the PSM assessment guidelines and framework. This will include compiling information on supply procurement and distribution system from various documents, discussing with the grant recipients and visiting various offices located in-country.

· Debriefing grant recipient and implementing partners’ staff members on the main findings from the UNOPS verifications/reports;

· Cross verification of PSM data with M&E and health/programmatic, management and financial data/information;

· Conduct comprehensive PSM analysis and reflect in the PSM-related section of the obligatory reporting template.

On-site and off-site assessments:

Conduct regular (preferably monthly) and field visits to the grant recipients and implementing partners and provide independent opinion and analysis on the procurement/ supply chain management by the relevant parties. Such on-site and off-site assessments follow the donor framework approach, by using the forms, checklists and questionnaires provided by the donor as guides or tools. This includes:

1. Organize and lead recipient assessments, and procurement/supply chain reviews to provide informed and independent professional advice to the donor about the capacity of recipients to effectively manage and implement the donor grant funds from a PSM-perspective;

2. Identify whether the recipient is able to co-ordinate and/or otherwise manage pharmaceutical and health products management systems which can:

a) Collect, record and report programmatic data with appropriate quality control measures

b) Support the preparation of regular, reliable programmatic reports;

c) Make data available for the purpose of evaluations and other studies: and

d) Identify key weaknesses and risks of capacities on the recipient and provide specific recommendations for strengthening and level of enforcement.

Implementation Reviews:

· Identify PSM weaknesses and make recommendations with timeframes for necessary follow up by the grant recipients and implementing partners;

· Suggest remedial measures on the potential weaknesses in the management of implementing partners, to ensure the optimum utilization of donor grant money and safeguarding the funds against any fraud;

· Undertake preliminary quality assurance of the LFA PSM deliverables to be submitted to the donor, to ensure that these are in line with contemporary professional standards;

· Discuss with the team leader any other institutional and PSM aspects to be reviewed and take action accordingly;

· Identify risks which may lead to diversion of health and non health products/frauds

· Identify if the products under the grant are used for the purpose for which they were procured

· Conduct desk review and physical verification of goods procured under the grant.

· Verify that all the procurements have been made in line with applicable quality assurance policies.

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

· Assess that the procurements have been carried out in transparent manner using competitive procedures in line with donor and national guidelines/regulations and bring adequate value for money.

· Carry out price quality reporting auditing for all covered pharmaceuticals and health products.

· Immediately raise all suspicious acts, transactions and activities and processes which may pose potential risks, misconduct, mismanagement, misuse and frauds by grant recipients and implementing partners to the attention of the team leader;

· In conducting the above tasks, ensure that relevant guidelines and policies are adhered to including the ones which are related to the PSM functional area. The respective international guidelines (e.g. WHO, UNAIDS, etc) shall be also consulted and followed.

Management & client relations:

· Supervise and closely monitor the work of any PSM staff on the LFA team;

· Ensure that all teamwork, includes inputs of all PSM staff, is of high quality and completed within the timeframe, and as per guidelines set by the donor;

· Responsible for completion of the performance management process for assigned staff;

· Contribute to the annual scope of work, cost proposal and the consequent annual work plan of team activities;

· Foster an atmosphere of team spirit, mutual respect and professional independence within the team;

· Assist the donor in grant negotiations;

· Assist the donor in grant closure activities;

· Demonstrate an overall understanding of the grant architecture and in-depth knowledge of all team activities required to be performed as described in the donor manual;

· Remain updated on donor guidelines and procedures, timeframes for completion of team activities, and the forms and templates to be used in the field of work;

· Perform other duties as per the donor manual and/or as assigned/ required.

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