Below
are some of the key functionalities, which it may vary from duty station to
duty station.
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.