Logistics Assoicate-PMS/NPSA 6

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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 citizens on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The Ministry of Health will assume management of resources allocated by the Global Fund in support of the Government of Djibouti's efforts in the fight against HIV, tuberculosis and malaria for the 2024-2026 funding cycle.

From January 2024, close collaboration between UNDP and the Ministry of Health will continue on the procurement and management of health products from January 1, 2024, to December 31, 2025. Thereafter, responsibility for the Health Product Management (HPM) component will be transferred to the Ministry of Health - OGPP (Organe de Gestion de portefeuille des projects) for the year 2026.

In order to ensure a smooth transition between UNDP and the Ministry of Health in the management of health products financed by the Global Fund in Djibouti, the Ministry of Health proposed that UNDP continue to manage the procurement of pharmaceutical and medical products in support of the Ministry of Health in its new role as Principal Recipient (PR). 

This will be done in accordance with UNDP rules, policies and procedures and UNDP agreements with the Ministry of Health.

In this context, UNDP is recruiting a Logistics Associate who will be placed under the direct supervision of the UNDP PSM Analyst.

The Logistics Associate will support and ensure the efficient management of the activities of the MSP component of the AIDS, Tuberculosis, Malaria and COVID19 project.

Duties and Responsibilities

The logistic Associate PSM will be directly responsible for successfully completing the below tasks.

1. Procurement 

• In collaboration with the pharmacist, develop and implement the procurement plan for pharmaceuticals and other medical products based on the contractual planning document (the HPMT) validated by the Global Fund, and ensure that the procurement plan is implemented on time. 
• Monitor and update purchasing plans.
• Creating POs and follow up with suppliers.
• Prepare documentation for cases submitted for review by the UNDP Contracts Committee (CAP);
• Develop and implement the internal control system to ensure that purchase orders (POs) are properly prepared and processed.
• In collaboration with the pharmacist, manage Quantum tools, in particular the creation of purchase orders, driver absences/leave, etc.. ;
• Update the order tracking dashboard.
• Report supply transactions to the Global Fund's Price and Quality Reporting (PQR) system in absence of the pharmacists.
• Support risk mitigation in purchasing and management of healthcare products, and implement risk insurance measures.

2. Supply chain 

• Prepare contracts and contract amendments for service providers and consultants with SHP responsibilities.
• Manage tenders for the selection of service providers involved in the supply chain (customs clearance, storage, transport): preparation of RFPs, bid evaluation exercises, liaising with candidates or bidders, selection procedure.
• Ensure timely payments to service providers and consultants.
• Supervise the services provided for the storage and distribution of health products in the pharmacist's absence;
• Ensure smooth communication with service providers. 
• Ensure that storage space is available before the arrival of new products.
• Ensure rapid processing of customs clearance procedures and organize receipt of products at central level.
• Carry out formalities relating to the collection of products on arrival in the country.
• Ensure proper storage of products in central warehouses;
• Participate in and support physical inventories at central level.
• Report any discrepancies in input storage and inventory management to the supervisor;
• Suggest measures to improve warehousing and logistics.
• Support and supervise order preparation according to schedule.
• Support the DPSP in validating orders in collaboration with the supervisor.
• Prepare transport plans.
• Supervise the transport of health inputs;
• Support supply chain capacity-building initiatives. 
• Support sampling for quality control according to established plan.
• Any other task requested by the supervisor.

3. Various

• Provide capacity-building for OGPP's contracting manager; 
• Purchase of tickets and preparation of POs for travel, DSAs and tickets;
• Vehicle maintenance organization.
• Support for training management.

Competencies

Under the guidance and direct supervision of the PSM Analyst, the Logistics Associate works closely with the project team focusing on the achievement of the results. 

5. Competencies               

Core

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) 

Digital & Innovation 

Digital & Innovation: Being skilled in Data Sorting, Data Cleaning, Survey Administration, Presentation and Reporting including collection of Real-Time Data (e.g. mobile data, satellite data, sensor data). 

Business Direction & Strategy

 Strategic Thinking: Abilit to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions. 

Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.

Business Direction & Strategy    

Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‘win-win’ situations.

Business Management

Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channels

Partnership management 

Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.  

Ethics 

 Ethics Advice & Guidance: Ability to quickly analyse complex fact patterns and provide comprehensive, sensitive, and confidential ethics advice and guidance. 

Procurement 

Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Min. Education requirements:

Bachelor’s degree in business administration, logistic or any related field with 3 years of relevant experience or high school with 6 years of relevant experience.

Min. years of relevant work experience                

• Minimum 3 years relevant experience in procurement management,
• Three years with bachelor’s degree or 6 years with high school

Required skills.                  

• Knowledge of supply chain principles; Different functions within a supply chain, such as procurement, production, inventory management, transportation, and distribution, need to be integrated and coordinated to ensure smooth flow.
• Good Knowledge of office software (MS Word, Excel, PowerPoint)
• Desired skills in addition to the competencies covered in the Competencies section.           
• Experience as a buyer in an international organization would be an asset.
• experience in a public health organization would be an asset.
• Knowledge of Global Fund rules, policies, and procedures an asset.
• Pharmacy technician background with logistics skill will be and asset. 
• Knowledge of English language reading and understanding will be an asset.

Required Language(s)    

• Excellent command of French and Somalia, written and speaking professionally. 
• Somali: understanding and speaking is required. 
• English will be an asset.

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