Procurement Assistant

Full Time Other, Greater Accra, Ghana Posted 3 months ago

About Position

Procurement Assistant (Full Time)

$0.00 / Monthly

Other, Greater Accra, Ghana (Anywhere)

Procurement Assistant

Full Time Other, Greater Accra, Ghana Posted 3 months ago


he 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.

The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance and supports the results of UNDP’s 2014-2017 Strategic Plan, focusing on seven outcomes including, strengthening institutions to progressively deliver universal access to basic services (Outcome 3). The HIV, Health and Development Group (HHD Group), within BPPS, is helping to contribute towards this outcome.

The HIV, Health and Development Strategy 2016-2021: ‘Connecting the Dots’ elaborates UNDP's work on HIV, health and development and universal health coverage in the context of the 2030 Agenda for Sustainable Development. In partnership with UN entities and other organizations, UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.

UNDP works with partners to address the interactions between governance, human rights and health responses. Sometimes this is done through focused or specialized programmes, such as promoting attention to the role of legal environments (law and access to justice) in facilitating stronger HIV responses, including the use of flexibilities in intellectual property and human rights law to lower the cost of drugs and diagnostics and to increase access to HIV-related treatment.

Health system strengthening and infrastructure works in Mozambique

In partnership with the National Tuberculosis Control Programme (NTP), the Central Medical Store of Mozambique (CMAM), and the Global Fund, UNDP will implement the “Health System Strengthening” (HSS) Project for the construction and rehabilitation of regional medical warehouses, MDR-TB Wards and TB patients waiting areas. As part of the grant agreements between the Ministry of Health of the Republic of Mozambique (MoH) and the Global Fund, UNDP will support the Ministry of Health, through the Central Medical Store of Mozambique (MISAU/ CMAM) to strengthen the capacities of the national medicine supply system and the National Tuberculosis Control Programme to provide quality health services to the population of Mozambique at national and regional levels.

In Mozambique, the logistical system for the public health sector, covering pharmaceutical products and other health products, is managed centrally by two institutions: The Central Medical Store (CMAM) and the Supply Centre (CA). The CMAM manages the supply chain of medicines and other health products for the Ministry of Health. CMAM is responsible for the central level distribution of all pharmaceutical products for use in 1,392 health units. Mozambique’s supply chain is structured according to the Government administration structures (National, Regional, Provincial, district and sub-district levels). The current Mozambique medical storage facilities are divided into four levels, and consist of 3 central warehouses, 11 provincial stores, 147 district stores and 1450 health centers. The current total storage capacity of the Mozambique medical warehouse network is 19,106 pallets. There are plans to expand the central medical warehouse in Maputo and reconstruct the Manica Provincial warehouse.

Under the “health systems strengthening” project, UNDP’s intervention will contribute to the implementation of the CMAM Strategic Plan for Pharmaceutical Logistics (PELF) in two phases. In phase I, UNDP will support the construction of Manica warehouse, five MDR-TB wards and seventeen waiting areas for the TB patients. In Phase II, UNDP will manage the rehabilitation of ten provincial warehouses and repair the roof of the Beira Regional warehouse. UNDP support will contribute to the CMAM and NTP efforts to improve treatment outcomes for MDR-TB, infectious disease control, and storage conditions of the medicines, vaccines and other health products.

The main objective of the project is to strengthen the national health system by reinforcing the medical supply chain system management and enhancing the MDR-TB treatment outcomes through:

Improved safety, security and storage conditions of medicines, vaccines and other health products at sub-national level through the construction of a provincial warehouse in Manica (Phase I), the rehabilitation of 10 provincial warehouses and the repair of the roof of Beira Regional warehouse (Phase II);
Improved conditions of clinical care for MDR TB patients through the construction of five new wards for multi-drug resistant TB patients and 17 waiting shelters in the TB clinics (Phase I).
UNDP will provide regular reports to partners, include the Country Coordinating Mechanism which oversees implementation of Global Fund grants in Mozambique, the National TB Programme, and the CMAM.

Under the guidance and supervision of the Project Manager of PSU and the Head of Procurement Unit of CO, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work in support of the HSS Project (50% of the time) and to the CO Procurement Unit. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO staff to exchange information and ensure consistent service delivery

  • Ensures implementation of operational strategies focusing on achievement of the following results:
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office senior management.
  • Maintain procurement records for the HSS Project as per UNDP procurement rules, regulations and policies and ensure their compliance.
  • Reporting monthly on the key procurement metrics, number of Request for Procurement Actions (RPA) received and processed, number of Purchase Orders (POs) issued and the procurement dashboard monitoring.
  • Supports procurement processes for PSU (50% of time) and to CO Procurement Unit upon request, focusing on achievement of the following results:
  • Provision of inputs to preparation of procurement plans for the office.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit - Buyers profile in Atlas.
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
  • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP.
  • Contributes to implementation of sourcing strategy focusing on achievement of the following result:
  • Update of the rosters of suppliers.
  • Assist with the process of vendors pre-qualification
  • Ensures proper control of Assets focusing on achievement of the following result:
  • Preparation of inventory reports.
  • Implementation of Inventory and physical verification check-up in the HSS Project
  • Ensures provision of logistical services focusing on achievement of the following results:
  • Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements
  • Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
  • Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Participation in the trainings for the operations/ projects staff on Procurement.
  • Sound contributions to knowledge networks and communities of practice.
Educational Requirements
  • C-HS Graduate or Equivalent - 5 year(s) experience, G-Bachelor's Level Degree - 3 year(s) experience
Additional Requirements
  • Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments
  • Promoting Organizational Change and Development
  • Presentation of information on best practices in organizational change
  • Demonstrates ability to identify problems and proposes solutions
  • Design and Implementation of Management Systems
  • Data gathering and implementation of management system
  • Uses information/databases/other management systems
  • Client Orientation
  • Maintains effective client relationships
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Promoting Accountability and Results-Based Management
  • Gathering and disseminating information
  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Core Competencies:
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making
  • Demonstrates commitment to UNDP’s mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Required Skills and Experience
  • Education:
  • Secondary Education if accompanied with specialized training in procurement, or UNDP Procurement Certification programme.
  • University Degree in Business Administration or Public Administration is a distinct advantage.
  • Experience
  • 5 years of relevant administrative experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web-based management systems.
  • Language Requirements:
  • Fluency in Portuguese and English, both written and oral, is mandatory.
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Posted : 3 months ago

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