Procurement /Logistics Officer Job at UNDP in India

Brief Details About Procurement /Logistics Officer Job at UNDP in India:

• Organization: UNDP – United Nations Development Program
• Location: Islamabad
• Grade: Level not specified – Level not specified
• Occupational Groups:
  • Logistics
  • Procurement
  • Supply Chain
• Closing Date: 2023-05-11

About UNDP:

An organization of the United Nations, UNDP works in approximately 170 nations and territories to combat poverty, lessen inequality, and promote human and economic development. The UNDP places a strong emphasis on building local capacity for long-term development and self-sufficiency. By increasing access to economic opportunities and resources, connecting poverty programs with national goals and policies, and ensuring that the voice of the poor is heard more, UNDP assists countries in developing strategies to combat poverty. In addition, UNDP aims to increase the efficiency of development aid and facilitate debt reduction at the macro level. The main objective of UNDP is to assist nations in developing and exchanging solutions to problems related to democratic governance, poverty alleviation, crisis prevention and recovery, the environment, and energy for sustainable development.

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Duties and Responsibilities:

1. Efficient management of procurement logistic processes for the project with the following key responsibilities: 
   • Ensure adequate reception and storage of non-health/health commodities procured under GF-HIV grant.
   • Assist PSM/Logistic specialist in processing of DRAP NOC and MOFA exemptions
   • Assist PSM/Logistic specialist in rapid processing of customs clearance procedures and organize the reception of products at the central level;
   • Ensure dispatches/delivery of health/non-health products approved by PSM/logistic specialist and programme in close coordination with CMU warehouse and logistic service provider(s).
   • Ensure proper tracking of all delivered products from central warehouse to provinces and facilities.
   • Ensure timely collection of monthly reports from facilities, compilation of data received.
   • Assist PSM/Logistic specialist in logistic data analysis.
   • Conduct visits to central storage facility to ensure that the storage of all commodities is according to national guidelines/SOPs and report any deviation to PSM/ Logistic Specialist.
   • Participate and support team assigned for the physical count of inventories at central and peripheral level;
   • Report to the PSM/Logistic specialist any discrepancy relating to the storage and management of health products;
   • Propose improvement measures in storage and logistics;
   • Ensure timely processing of the invoices pertaining to the customs clearance services invoices and logistic services received from LTA holder/service provider(s).
   • Analyse stock reports and distribution reports from central warehousing and distribution service providers and report any deviation to the PSM/Logistic specialist;
   • Maintaining up to date electronic and hardcopy files and record to ensure proper documentation.
2. Efficient management of procurement processes for the project with the following key responsibilities:

• Prepares procurement plansand monitors timely initiation of planned activities.
• 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(POs) and contracts using  Unall and quantim , preparation of Recurring POs for contracting of services, vendors’ creation in quantum
• Ensure POs are duly prepared and dispatched in a timely manner and takes timely corrective actions on POs with budget check errors and other problems.
• Monitors proactively the processing of the POs until delivery and documentsany changes of timelines for enabling informedlogistic and programmatic decisions.
• Prepares submissions to the Contract,Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Support undertaking market researchto identify availability and potential local sourcing of planned procurement activities.
• Identify risks and undertake mitigating actions in closecooperation with projectteam.
• Develop and/or implement an internal controlsystem which guarantees that the purchaseorders (POs) are duly preparedand processed.
• Manage the implementation of the monitoring systemof procurement processesand mechanisms to eliminate anomalies in procurement; and
• Prepare and submit procurement cases to the Contract, Asset and Procurement Committee (CAP) and AdvisoryCommittee on Procurement (ACP), as required.
• Ensure through rigorous review of procurement documentation for enhancing internal efficiency and best value for money.
• Responsible for development of all bidding documentation, in close consultation with project technical experts, programme and operations teams.

3. Ensure elaboration and implementation of sourcing strategy and e-procurement tools with the following key responsibilities:

• Develop and manage rosters of suppliers, elaboration of supplier selection and evaluation, quality, and performance measurement mechanisms.
• Create various databases and key files necessary for contracting all selected experts;and
• Support the National AIDS Control Program (NACP)/Common Management Unit (CMU) for the validation of orders in collaboration with the supervisor.
• Review project annual work plans for opportunities and link it with UNDP procurement system for consolidating and standardizing equipment/service needs of the project, including leveraging supply markets on the basis of consolidated need.
• Conduct procurement processes leading to development of suitable procurement tools, systems, mechanisms and contracts that will ensure timely delivery of equipment/services to beneficiaries fulfilling the identified requirements.

4.Ensures the organization of logistical services focusing on achievement of the following results:

• Supports in managingall logistics operations required to ensuredelivery of goodsand services.
• Supports on logistic management for health supplies e.g. green light procedure, shipping documents, packagingrequirements, temperature requirement, delivery requirement, handlingof goods, loading/offloading etc;
• Monitors and tracks of all shipments with regular follow-ups with the freight forwarders and suppliers on timeliness of delivery; and
• Advises the supervisor about any delays and possible deviations from the logistic plan and advise on possible corrective action.

5. Ensures facilitation of capacity building and knowledge building and sharing, focusing on achievement of the following results:

• Engages with the implementing partners, NGOs, CSOs, UN entities, technical partners to strengthen nationalsystems and healthinstitutions, across functional area of procurement and asset management.
• Supports the PSM Specialist/Logistic in the development of capacity development and transition strategies to support national entities to implement and assume the PR role, ensuringaccess to appropriate tools and resources.
• Identifies and supports development of communications (print, video) highlighting key procurement achievements; and
• Actively participates in UNDP and other relevant external networks to promote the programme.

The  incumbent of the position will uphold the non-discriminatory behaviorand ensure that:

• Human rights and gender equality is prioritized as an ethical principle within all actions.
• Activities are designed and implemented in accordance with “social and Environmental standards of UNDP”.
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production;
• Differentiated needs of women and men are considered.
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.
• Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc
• Any other task requested by the PSM Specialist.

Required Skills and Responsibilities: