Procurement Contracts Analyst, Copenhagen, Denmark
Organization: UNDP - United Nations Development Programme
Office: UNDP Copenhagen
Closing date: Thursday, 19 May 2022
Job Identification : 3446
Locations : Copenhagen, Denmark
Posting Date : 05/04/2022, 01:44 PM
Apply Before : 05/19/2022, 03:59 AM
Job Schedule : Full time
Agency : UNDP
Grade : P2
Vacancy Type : Fixed Term
Practice Area : Health
Bureau : Bureau for Policy and Programme Support
Contract Duration : 1 Year with Possibility for extension
Education & Work Experience : Master’s Degree - 2 year(s) experience
Required Languages : English
Mobility required/no mobility
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional Hubs and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.
PN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policies and guidance to support the results of UNDP’s Strategic Plan. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledgeable and data-driven including in its programme support efforts. The Bureau Management Services (BMS) provides vital management support in areas such as procurement, administrative services, budget and finance, human resources, information and communications technology, legal issues, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions.
The 2030 Agenda for SDGs and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development, including widening economic and social inequalities, the climate crisis, rapid urbanization, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis), the growing burden of non-communicable diseases and the emergence of health threats.
UNDP’s partnership with the Global Fund to fight AIDS, Tuberculosis and Malaria (Global Fund), in line with UNDP’s HIV, Health and Development Strategy 2022-2025: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development, the SDGs and the pledge to leave no one behind.
As a long-standing partner of the Global Fund, UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance to Global Fund grants in 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments.
Based on demand from Country Offices, and building on the relationships, expertise, systems and partnerships, including across the UN family, and comparative advantage established through the Global Fund partnership, the GPN/BPPS/Global Fund Partnership/Health Implementation Support Team (Global Fund Partnership Team) is providing support to Country Offices through three overarching modalities: 1) the Global Fund portfolio, 2) health procurement and supply chain management support, and 3) other health implementation support beyond the Global Fund, including Gavi-funded activities and Solar for Health.
As part of the Global Health Procurement Centre, and under the supervision of the Procurement Specialist responsible for planning, procurement architecture, and special projects, the Procurement/Contracts Specialist will support further development and monitoring of the procurement architecture health products according to UNDP policies, rules and regulations, particularly for pharmaceuticals and will support market research activities and contribute to the elaboration of new procurement strategies to respond to new service offers.
Key Duties and Accountabilities
Development and maintenance of procurement architecture to efficiently and cost-effectively meet UNDP’s needs for the procurement of health products, particularly pharmaceuticals
Ensures compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
Supports the implementation of effective internal control, proper design and functioning of a client-oriented procurement management system.
Supports the conceptualization, elaboration, implementation and monitoring various Long-Term Agreements (LTAs), in line with UNDP Procurement Policies, rules and regulations, and UNDP Quality Assurance Policy for Health Products.
Conducts market research and trend analysis to support the development of tailored procurement strategies and processes for pharmaceuticals and other health product categories.
Supports the maintenance of the procurement architecture in place through Service Level Agreements (SLAs) with other partners and LTAs with manufacturers/suppliers of pharmaceuticals and other health products.
Assists in the analysis of long-term procurement planning to inform decision making leading to most cost-effective means of procurement.
Analysis of the prices and delivery times obtained through the procurement architecture in comparison to other procurement partners to further inform the evolution of the UNDP procurement architecture.
Regularly liaises with partners and UNDP units (e.g., Office of Information Management and Technology) to harmonize the tools and systems to conduct forecasting and spend monitoring, including enterprise resource planning (ERP).
Ensure procurement service delivery to Country Offices through procurement arrangements with partners for health products, particularly pharmaceuticals
Liaises with UNDP Country Offices and Requisitioning Units to enable efficient and cost-effective procurement and logistics support for pharmaceuticals and other health products.
Conducts procurement processes in response to specific needs and transmits Cost Estimates to Requisitioning Units.
In coordination with Procurement Specialist conducts quarterly meetings with suppliers and liaises with procurement service partners to ensure timely and effective delivery of required goods and services.
Support Country Offices on the year-end closures and closure for completed projects within the mandated period in order to meet the reporting requirements of donors and UNDP procedures.
Identification and introduction of risk mitigation measures related to procurement and supply chain.
Guides Country Offices on utilization of procurement architecture and facilitates communication with procurement services partners on complex and/or urgent cases.
Guide Country Offices on the development and implementation of procurement strategies for complex cases.
Mapping of procurement business processes and the elaboration/development of internal Standard Operating Procedures (SOPs) in procurement and proposes controls for the workflows.
Elaboration of innovative procurement strategies to respond to new demands/opportunities for health products, particularly pharmaceuticals
Compiles and analyses historical data for forecasting pharmaceuticals and other health products.
Manages internal and external data requests relating to pharmaceuticals and other health products‘ supplies.
Advise Country Offices on the establishment of dashboards and tools to regularly monitor the level of stocks to mitigate the risk of stock-outs.
Participating and facilitating prequalification of supplies and distributors and support to assess compliance with UNDP’s Quality Assurance Policy.
Leading procurement processes participating in evaluation assessments and preparing submission to contract committees for review awarding contracts and timely establishment of LTE’s and LTE extensions.
Identifies areas for analysis and opportunities to support health procurement projects and complete reporting requirements (with partners and other bureaus). and
Participates in meetings with suppliers/other procurement partners, and prepares minutes, briefings, and presentations.
Contributes to knowledge management and partnerships in the thematic area of health products, particularly pharmaceuticals
Support corporate knowledge management activities in the procurement of health products, particularly pharmaceuticals, through the development of guidance materials, tools, to better guide Country Offices in the implementation of health programmes and to influence/advance dialogue in the thematic area within UNDP and beyond.
Support the analysis/and collect best practices from countries in the thematic area and ensure that implementation is in line with international guidelines and recommendations.
Support to strengthening strategic partnerships under MOUs with partners including, UNFPA, UNICEF, and Global Fund Facility.
Support the development, maintenance, and updating of UNDP health products resources and information in operational manuals, Online training course, SharePoint resources and contributes and participate in relevant external networks, meetings, workshops, interagency working groups/forums, and partner meetings and supports training activities on the procurement of pharmaceuticals.
Support the monitoring of updates on specific diseases (e.g., WHO treatment guidelines, WHO Prequalification lists, WHO EML, Global Fund lists, and other sources). and
Support the institutionalization of best practices and knowledge sharing among Country Offices, actively participate in UNDP and other relevant networks, communities of practices, and contribute to presentations to the Organizational Performance Group, briefing notes, knowledge-sharing events, and training.
Any other activity assigned by the Procurement Specialist (Copenhagen).
Advanced (Master’s) university degree in business administration, commerce, law, or related technical field.
Completion of relevant training, academic and/or professional certification in procurement is an asset.
Experience, Knowledge, and Skills
Minimum two years of progressively responsible relevant professional experience in international health product procurement of pharmaceuticals.
Experience and knowledge of UN or international organizations‘ processes and procedures for pharmaceutical procurement.
Demonstrated experience in liaising with suppliers or manufacturers of pharmaceuticals is an asset.
Demonstrated experience in the development of training, guidance materials, and tools is an asset.
Demonstrated experience in the development of standard operating procedures for pharmaceutical procurement processes is an asset.
Experience in establishing and maintaining global long terms agreements for pharmaceuticals.
Experience and knowledge of Global Fund procurement policies and procedures is an asset.
Fluency in English.
Working knowledge of another UN language is an asset.
Expected Demonstration of Competencies
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, be aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Business Direction and Strategy
Negotiation and Influence - Ability to reach an understanding, persuade others, resolve points of difference, gain the advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create ‚win-win‘ situations
Knowledge Facilitation - Ability to animate individuals and communities of contributors to participate and share, particularly externally
Results-based Management - Ability to manage programmes and projects with a focus on improved performance and demonstrable results
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.
Procurement Management - The ability to acquire goods, services, or works from an outside external source
Supplier / Relationship Management - Knowledge of supplier management concepts, principles, and methods, and ability to apply this to strategic and/or practical situations
HIV, Health and Development
Access to treatment - Knowledge of access to treatment policy and principles and strategic and/or practical situations for procurement of health commodities, particularly pharmaceuticals for communicable and non-communicable diseases
Pharmaceutical, Procurement, Supplier Management
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Important information for US Permanent Residents (‚Green Card‘ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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