Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

In Zimbabwe UNDP is the Principal Recipient (PR) of the New Funding Model (NFM3) for the HIV grant and is also providing Support Services (Fund Administration) to the Ministry of Health and Child Care (MoHCC) as the continuing PR for the TB and Malaria grants. UNDP-GF partnership under the new funding cycle (2021- 2023) aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan for the period 2021-2025.

In fulfilling the continued role of Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery. UNDP ‘s management role consists of implementing grants, ensuring financial accountability, and training of national and international counterparts on program management and financial accountability.

Procurement and Supply Chain Management (PSM) of quality assured health products represents a major portion of the budget and expenditure of the Global Fund HIV programme to Zimbabwe. As the interim PR, UNDP’s responsibilities include proactive oversight over timely supply planning, procurement and adequate storage conditions and distribution of the health products to the last mile to the end users. In partnership with the MoHCC, NatPharm and other stakeholders in the country, there are ongoing efforts to strengthen the in- country supply chain systems to ensure that health products are accounted for and kept.

Scope of Work

1. Ensures that HIV, TB and Malaria heath products supported by the GF resources are managed as per the WHO guidelines, UNDP, Global Fund quality assurance policies and National regulation where applicable:

• Periodically report on all aspects of good warehousing practice and the related quality assurance activities as well as challenges for immediate intervention;
• Guides and supports NatPharm in monitoring, recording on Temperature and Humidity and making the necessary actions to keep the storage conditions as per manufacturers recommendations;
• Advises and assists NatPharm to adhere to WHO guidelines on good storage and distribution practice, Global Fund quality assurance policies and National regulation;
• Supports NatPharm in reporting and sharing information on quarantine items with relevant stakeholders to take actions;
• Assists NatPharm to ensure that the pharmaceutical waste is managed as per WHO and national standards and regular disposal of waste using efficiently the two installed incinerators.

2. Monitoring and assisting NatPharm to comply with the terms and conditions of the Sub-Recipient Agreement and National regulations:

• Assists in monitoring and reporting on the agreed SR/Harmonized KPIs as per the SR requirement;
• Supports and assist NatPharm to share all supportive documents to the periodical SR reports;
• Assists in PRs verification process on the KPIs and respond to the queries and request for clarifications.

3. Liaise closely with UNDP’s outsourced agents for Logistic support (WFP), UNDP recruited audit Firm for stock take and invoice verification to ensure timely execution of their assignments:

• Guides and supports NatPharm to improve on timely updating the receipting records and NAV system;
• Gets all PODs from WFP and assist NatPharm in archiving and documents recall system;
• Follows up on the Audit firms (UNDP recruited audit Firm); recommendations and share progress update on monthly basis;
• Follows up on variances accountability in supply management through efficient receiving, Inspecting and reconcile discrepancies if any.

4. Periodically report to UNDP on receipt, stored and distributed HIV products, and doing the same with MOHCC on TB and Malaria products:

• Reviews and analyzes stock value and other reports from NatPharm before sharing with UNDP and MOHCC;
• Manages, assists, coordinates and reports monthly on all inventory management activities which is including but not limited to receiving, storing, distributing and incinerating;
• Assists and reports on managing and coordinating the GF Action Plan in the Management letters from the GF and PRs concerning NatPharm and invoice verification.

5. Guides and supports in the implementation of the Master inventory management action plan and helping NatPharm to respond to GF local fund agent (LFA), the GF Office of investigation (OIG) and UNDP Office of Audit OAI and facilitate knowledge sharing:

• Maintains up to date electronic and hardcopy files and records to ensure proper documentation;
• Works with NatPharm to implement all agreed Auditors and reviewers’ recommendations and keep updating them as need be;
• Works with NatPharm to Facilitate audit and reviewers’ missions by responding and availing information and documents timely and precisely;
• Works with Supply chain and inventory management consultant and HP logistic and supply chain Specialist in addressing GF local fund agent (LFA), the GF Office of investigation (OIG) and UNDP Office of Audit OAI recommendations;
• Assist and coordinate with the Supply chain and inventory management consultant on issues related to inventory management and good warehousing practice;
• Facilitate any study aimed to improve NatPharm performance and participate actively in all training, workshops and steering committee related to this JD’s Function.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Under the overall guidance of the UNDP – PMU Project Coordinator and direct supervision of the UNDP/GF PSM Specialist, the Supply Chain Analyst is responsible for providing timely reports to UNDP on all supply chain and Logistic activities managed by NatPharm. The position will also provide technical support to NatPharm team to adhere to above guidelines and good warehousing and inventory management practices by working with the NatPharm team. In addition, the Supply Chain Analyst will be supervised by the Supply Chain and Inventory Management Consultant on the issues related to warehouse arrangement, waste management, responding to Auditors and implementing NatPharm master action plan.

Competencies

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline;

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 

Procurement: 

• Procurement Management
  • The ability to acquire goods, services or works from an outside external source.

Business Direction and Strategy: 

• System Thinking
  • Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Digital: 

• UN Policy Knowledge-Ethics
  • Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

Business Management

• Customer Satisfaction
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs;
  • Provide inputs to the development of customer service strategy;
  • Look for ways to add value beyond clients’ immediate requests;
  • Ability to anticipate client’s upcoming needs and concerns.

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) in Logistics, Supply Chain, Pharmacy or related areas are required; Or 
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience in pharmaceutical warehouse in inventory management is required.

Required Skills:

• Proven skills and competences in project managing optimization, strengthening of pharmaceutical supply chain systems;
• Experience with working with warehouse and ERP inventory management software like Navision or related software.

Desired skills in addition to the competencies covered in the Competencies section

• Previous work experience in the UN/NGO environment is an added advantage;
• Demonstrable experience with working with excel or related data management software would be an asset;
• Experience with working with a UN agency or international organization would be an asset;
• Demonstrated experience in working with people of different national and cultural backgrounds is an asset;
• Demonstrated ability to effectively present information, including organizing and making presentations, and responding to questions from groups of managers, clients and suppliers is desired.

Required Language(s)

• Fluency in English and Shona and/ or Ndebele is required.

Professional Certificates

• CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

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