Le PNUD recrute un Spécialiste de la base de données de la chaîne d’approvisionnement, Guinée-Bissau
OFFICE/UNIT/PROJECT DESCRIPTION
UNDP CO in Guinea-Bissau is the lead partner providing support to the Government in the areas of justice, public administration, development planning and environment sectors, as well as in support to parliament. Key programme focus based on the current cycle are: a) Governance: constitutional review, rule of law and local governance structures and empowering women, youth and civil society. b) Promoting inclusive economic growth: poverty reduction, decent work, food security, and the structural transformation of the economy through economic diversification, agricultural technology and value chain development and market support systems. c) Climate change adaptation, disaster risk management and mitigation, preservation, and development of biodiversity.
UNDP has been selected as the Principal Recipient (PR) for the New Funding Model (NFM3) Global Fund Grant for Malaria, COVID and Health Systems Strengthening for the period from 1 January 2021 to 31 December 2023, and might be selected by GF and CCM to continue this function for the period 2024-2026. As such, UNDP’s mission is to ensure the availability of all necessary pharmaceuticals and health products in sufficient quantity and quality for program needs.
The Supply Chain Data base Specialist works for the success of this mission through the specific functions detailed in this job description.
Under the supervision of the Supply Chain Specialist, He/She contribute to the planning, implementation of plans and systems for the reception, storage, distribution of health products and provides technical assistance to the national counterpart in all areas of the supply chain. He/She produces reports for the proper management of health products and their delivery in accordance with UNDP rules and standards. He/She enter all the stock data into the stock data base, analyses them, provides analytics reports on stocks at central and peripheral level. Contributes on the implementation of the logistic management system LMIS providing adequate technical support. He/She provides adequate Data and actively participe in quantification sub-committes.
SCOPE OF WORK
The incumbent will undertake the following key tasks:
- Purchase / Reception of Pharmaceutical and Health Products.
- Storage and Distribution.
- Technical assistance on data collection, quality Assurance, inventory and stock management.
- Data collection and compilation.
Purchase/Reception of Pharmaceutical and Health Products:
- Ensure the registration of all pharmaceuticals and health products procured under the grant is registered in the supply chain data-base.
- Ensure that the Price Quality Report PQR is updated for each arrival of products; Ensure that technical issues are reported to the Global Fund in due time.
- Ensure all the Receipt notes are signed by all parties and store them in the data base, including reception reports.
- Developpe and monitor key indicators for the central medical warehouse ( CECOME) for the reception of health commodities.
- Actively participate in all the quantification meetings and participate during the elaboration of the quantification and distribution plans.
Storage and Distribution:
- Assist in the evaluation of CECOME’s performance in terms of responsiveness, compliance with procedures by developing key indicators for all the processes at CECOME, monitor them and create reports.
- Coordinate with the supply chain monitors SCMs and CECOME personnel to ensure compliance with good storage and distribution practices for all pharmaceuticals and health products in the warehouse.
- Assist CECOME in the execution of all orders to avoid disruptions in inventory management.
- Participate during the preparation and implementation of semestral Inventory at Central CECOME.
- Analysis the monthly stock reports issue from MACS and compare with all the distributions plans and entries to ensure accuracy; notify CECOME in case of any discrepancy.
- Coordinate with CECOME and SCMs to ensure that good receipts notes are duly signed by all the Health Facilities, ensure all of them are stored in supply chain data base.
- Support CECOME with MACS when needed.
- Prepare the supervisions plans to the regional CECOME and Health Facilities and consolidate all the reports from SCMs and share with all the partners.
- Prepare the plan for the participation of the SCMs in the regional monthly meetings and consolidate all the reports; follow up on the recommendations with each one the SCMs.
Data collection and compilation:
Through the logistic management unit ( UGL) at CECOME, coordinate the stock data collection in all health facilities; prepare the visits plans; analysis the data received or collected and consolidate them in a central data base in the absence of a electronic logistic management system.
- Participate in the implementation of the LMIS through the GAS committee and all other national partners.
- Actively participate in all coordination meetings related to supply chain issues.
- Analyse the consumption data versus patients data, share reports and recommendation with concerned health facilities and all the partners in case of discrepancy; elaborate and follow up on recommendations based on the analysis.
- In collaboration with PNLP ( National Malaria Program) and UNDP M&E team, contribute on the elaboration of the annual Malaria Microplan.
- Participate on the preparation of the annual stock management training.
- Prepare the distribution plan of the logistics management tools to all health facilities.
Technical assistance on data collection, quality Assurance, inventory and stock management:
- Provide technical assistance on data collection, inventory and stock management using the new e-LMIS at Health facility and regional CECOME level.
- Participate with CECOME managers in the execution of spot check of pharmaceuticals and health products at the level of CECOME and all health structures and during the LFA Spot Checks.
- Contribute on the elaboration of the Global Fund reports ( Pulse Check and Progress update and disbursement request – PUDR).
- Participate actively during the Global Fund or LFA missions in Country.
- Contribute on the elaboration of the Quality Assurance Plan.
- Participate on the monitoring of the Quality Assurance Plan’s activities, budget and indicators.
- Any other tasks assigned by the Procurement and Supply Chain Specialist PSM.
- Act as Officer in charge in the absence of the PSM Specialist ( Supply Chain aspects).
INSTITUTIONAL ARRANGEMENT
Under the guidance the Project Manager and the direct supervision of the Procurement and Supply Chain Data Base Specialist, the Supply Chain Data base Specialist supports the Supply chain management of pharmaceuticals and health products procured under the project and works closely with the Global Fund project management team to support the successful implementation of the project.
COMPETENCIES
Core competencies
Achieve Results:
LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
Think Innovatively:
LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
Learn Continuously:
LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
Adapt with Agility:
LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
Act with Determination:
LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
Engage and Partner:
LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
Enable Diversity and Inclusion:
LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity
People Management: Empathy, Managerial Courage, Motivating and Directing.
Cross-Functional & Technical competencies
Thematic Area Name Definition
Business Direction & Strategy
System Thinking
- Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Business Management
Results – based Management
- Ability to manage programmes and projects with a focus at improved performance and demonstrable results
Digital Awareness and Literacy
- Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed
Working with Evidence and Data
- Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
Health HIV
Health and Development
- Understanding and practical experience of social determinants of health and the ability to apply them to strategic and/or practical situations
MINIMUM QUALIFICATIONS OF THE SUCCESSFUL NPSA
Min. Education requirements
- Bachelor Degree in Management, Supply Chain Management, Business Administration, Accounting, Logistics or related specializations with specialized certification in IT or similar is required.
- Master degree in in Management, Supply Chain Management, Business Administration, Accounting, Logistics or related specialization is an asset;
Min. years of relevant work experience
- Minimum 7 years with BA Degree or 5 Years with MA Degree of experience in health products supply chain management or related activities out of which 3 years working with informatic systems related to health products.
Required skills
- Experience in Supply management (including results-based management).
- Excellent use of Supply management software and Microsoft applications.
- Proven Supply and Database management experience with sound knowledge of all its aspects.Ability to plan and organise work and to respect the rules and procedures in force;
- Ability to write reports clearly and concisely;
- Respect for confidentiality and discretion.
- Proven professional experience in the use of computers and office software (MS Word, Excel, etc.),
Desired skills in addition to the competencies covered in the Competencies section
- Knowledge of the UN system and familiarity with UNDP procedures is an asset.
- Previous experience with international (public or private sector) organizations is desirable.
- Knowledge and/or experience in the E-governance sector is an asset
- Strong interpersonal and written and oral communication skills.
- Knowledge of UNDP software (Quantum) will be an asset.
- Experience working in an international organization or Global Fund project is desirable.
- UN experience
Required Language(s)
The candidate must have a perfect command of Portuguese, Fluency in English or French is required
Professional Certificates N/A
The following documents shall be required from the applicants:
- Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
- A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
- Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.