Procurement and Supply Chain Management Associate

Pakistan

UNOPS strategy for Pakistan is aimed at providing maximum support to the Government and people of Pakistan though the delivery of projects and services in line with the government’s own priorities.  UNOPS has been supporting projects in Pakistan for more than 15 years. In 2010 a UNOPS Operations Centre was established in Islamabad to support the flood response activities of the government and international community. A core team of national and international staff liaise with relevant government authorities, the national and the humanitarian response architecture (cluster system) and donors for the provision of UNOPS services. Presently UNOPS Pakistan is implementing projects in three thematic areas including early recovery and reconstruction of community infrastructure, legal empowerment of the poor and the LFA role for the Global Fund grants in Pakistan.

Project Background:

 The Local Fund Agent (LFA) is a crucial part of the Global Fund to fight AIDS, TB and Malaria (GFATM)'s system of oversight and risk management. Its principal role is to provide informed and independent professional advice about the capacity of Principal Recipients (PR) to manage the implementation of activities funded under grants (including a PR’s capacity to oversee implementation of activities by Sub-recipients), to make recommendations concerning periodic disbursement of grant funds, to review grant performance when a grant is being considered for renewal, and to provide the Global Fund  Secretariat on an ongoing basis with relevant information on issues or risks which might affect grant performance.

The LFA is expected to have an up-to-date and comprehensive understanding of the diseases (HIV/AIDS, Tuberculosis and Malaria), how they are prevented, transmitted and treated and their impact on the country. The LFA assesses the PR’s institutional and health/programmatic capacities and arrangements to ensure adequate health expertise (HIV/AIDS,Tuberculosis and/or Malaria) in the implementation of the Global Fund grants.The LFA also determines whether the PR has adequate infrastructure and information systems to support grant implementation, including the monitoring of performance of Sub-recipients and outsourced entities in a timely and accountable manner.

Under the guidance and direct supervision of the PSM Specialist, the ‘PSM Associate’ shall undertakeextensive visits to the SRs/SSRs for the following duties:

a)         Procurement Policy, Planning and System:

• Identify whether the entity has a written Procurement Policy and the Policy is in line with the basic principle of the GFATM Procurement Policy. If the entity does not have any written Procurement Policy whether the entity adopted procurement practices are in line with the GFATM /National Procurement Policy-Public Procurement Regulations/Standard procurement Practices.
• Ensure, in the case of Procurement of goods, works and services, on the basis of sample verification that the goods, works and services procurement was open, competitive, fair and transparent (for a sample of significant procurements ensure quotations/tendering is done and that selection of the final supplier is adequately documented and supported).
• Identify whether all procurements adequately reflect efficient and economic use of TGF resources and satisfactory value for money.
• Verify that all Pharmaceuticals and other health products procured using Global Fund resources are in accordance with the Global Fund Quality Assurance policy.
• Map the SR’s/SSR’s procurement business processes and its alignment to its internal Standard Operating Procedures (SOPs) in Procurement.
• Review of requisitions for completeness and adequacy of technical specifications.
• Verify that all the Health equipment procured using Global Fund resources are in accordance with Global Fund Quality Assurance policy and following principle of Total cost of ownership.
• Verify that all the procurement activities are in line with the GF approved PSM Plan, PF, WP and Budget.

b)         Supply Chain Management:

• Verify whether Pharmaceuticals and Health products Management (PHPM) is done following WHO/International Standard Practices in terms of Good Storage and Distribution practices including inventory management.
• Collect evidence of receipt of goods and services and those supplies are consumed for the intended purposes.
• Assess whether closing stock quantities were reconciled to goods received and stock issuance documentation.
• Assess whether the SR/SSR is maintaining proper Fixed Asset Management Records in line with the appropriate policies and standard practices.
• Verify the supply and distribution of drugs and health products to the intended beneficiaries. The Program person will ensure that the distribution of drugs and other health related items are as per the approved treatment regimen/guidelines.
• Assess whether the number or quantities of health products distributed are reasonable against the number of beneficiaries.
• Assess whether there is a system of ensuring uninterrupted supply of drugs and health products;
• Assess whether the system is able to track stock and consumption of drugs and health products along with the number of beneficiaries.
• Assess whether periodic stock and consumption reports are submitted to the management for ensuring interrupted supply and proper distribution.
• Assess whether the supply and distribution of drugs,health products (including diagnostics and health equipments and non-health products are supplied and distributed as per GFATM approved PSM Plan WP and Budget.
• Conduct desk review and physical verification of goods procured under the grant.
• Identify overstocking /under stocking situations in the supply chain which may lead to unwarranted expiration/out of stock situation.
• Identify risks in SR/SSRs procurement/Supply chain which may have led to or lead to diversion of grant funds/misappropriation/frauds.
• Verify whether all the applicable SOPs, Policies and guidelines, standard treatment guidelines are available with the SR/SSR.
• Any other requirement that may arise from time to time from GFATM.
• Assist the Procurement & Supply Management Specialist in carrying out and/or contributing to various PR/SR Assessments/ Verifications, PSM Plan/Procurement Plan reviews, Procurement Reviews, Country Profile, OSDV, Fixed Asset Verifications, PR and country risk assessments, PQR audits, PUDRs etc.

Underthe overall supervision of the LFA Country Team Leader and the directsupervision of the PSM Specialist, the PSM Associate will conduct on-site(field-level) assessments following the GFATM framework, by using the forms,checklists and questionnaires provided by GFATM (and/or APO/CCT) as guides ortools.  The assessments will focus mainlyon the following aspects:

1. To determine the SR’s/SSR's required minimum capacities, to identify and advise on key capacity-building requirements.
2. To provide timely and relevant advice to the Global Fund on any findings or issues relevant to procurement and supply management system with respect to the grants.
3. To review/clear the SR’s/SSR's procurement policy  is in line with the GF/National/PR's  procurement policy and that procurement was open, competitive, fair and transparent, economic, and ensured value for money.
4. Reviewing SR/SSR's PSM plan and advisewhether the SR/SSRs meet the required minimum capacities for implementing Global Fund programme as listed in Procurement and Supply Monitoring assessment guidelines and framework.  This will include compiling information on supply procurement and distribution system from various documents, discussing with the PR and visiting various offices located country.

The final results of the assessments are English version reports produced by the Associate and duly checked/ endorsed by the PSM Specialist in line with GFATM framework, which should be submitted to the LFA Team Leader (both hard and electronic copies) within 7 days after the completion of each assessment.

Identifykey weaknesses and risks of capacities on the PR and provide specificrecommendations for strengthening and level of enforcement.

• The Associate must have a profound knowledge of the subject matter and be familiar with government practices and best practices as per national and international procurement standards.
• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spread sheet and database packages, Experience in handling of web-based management systems.
•  Must be able to work independently and take responsibility for all inspection outputs which must be consistent, of sufficient depth, accurate, and thorough.
• International exposure and donor coordination experience preferred.

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.