Procurement and Supplies Management Associate

In support of the Government of Zimbabwe, the United Nations Development Programme (UNDP) has embarked on the implementation of a five-year Country Programme Document (CPD) 2022-2026.

UNDP focuses on areas that have a multiplier effect through a targeted build-up of capacities, policies, the creation of dialogue space, and scalable downstream interventions. Proposed downstream interventions will seek to provide platforms for citizen engagement in democratic processes and facilitate access to skills, knowledge and new technologies for increased income generation.

In so doing, UNDP Zimbabwe renders its support through the following three programmatic areas:

1. Democratic Governance
2. Inclusive Growth and Sustainable Livelihoods
3. Climate Change and Resilience Building

Under the overall guidance of Procurement and Supply Management (PSM) Specialist, and direct supervision of the PSM Manager the Procurement and Supply Management Associate is responsible for supporting the day-to-day transactional PSM activities of the team using a cradle to grave approach. The PSM Associate will work in a collaborative, client-focused, quality and results-oriented manner in the team. The PSM Associate works in close collaboration with the programme and other operations staff within the GFATM Project Management Unit. The Procurement and Supply Management Associate promotes a collaborative, client-focused, quality and results-oriented approach in the team and works in close collaboration with the programme and other operations staff within the PMU of the Global Fund Unit, the Procurement Support Office in Copenhagen, the PCU unit at MoHCC and the Sub-Recipients.

The main general responsibilities of the Procurement and Supplies Management (PSM) Associate:

Ensures administration and implementation of the operational strategies focusing on achievement of the following results:
• Ensues full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• Implements strategic procurement for GF funded health products, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management.
• Provides researched information for formulation and Implementation of contract strategy for GF including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
• Assists in the input of timely and proper preparation of procurement plans for the different GF grants and establishment of their deadlines

Organization of procurement processes focusing on achievement of the following results
• Prepares procurement plans for the office and projects and their implementation monitoring
• Organizes procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Prepares Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas
• Reviews of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Implements 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.

Implementation of sourcing strategy and e-procurement tools
• Develops and update the rosters of suppliers, implementation of supplier selection and evaluation

Organization of logistical services focusing on achievement of the following results:
• Organizes travels, including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys
• Performs any other roles as may be prescribed by the supervisor and the Project Manager

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results
• Organization of trainings for the operations/ projects staff on Procurement
• Synthesis of lessons learnt and best practices in Procurement
• Maintaining electronic and hardcopy files and records to ensure proper documentation.
• Maintaining up to date procurement tracking tool and report to PSM manager as and when needed