UNITED NATIONS DEVELOPMENT PROGRAMME
Terms of Reference
Title: Purchasing/Contract Specialist
Project: GFATM Grants Implementation Unit
Type of contract: SC, Band 3
Duration: 12 months with a possibility of extension
Duty Station: Minsk
Terms of Payment: On monthly basis
Starting date: 1 November 2009
Application deadline: 21 October 2009
Since December 2004 UNDP in Belarus has been implementing Round 3 HIV grant of the Global Fund. The Round 3 grant ends in December 2009. Within Round 8 of proposals, the Global Fund approved another grant for Belarus on HIV for the period of 2010-2014. The CCM selected UNDP as Principal Recipient for Phase 1 of the grant for 2010-2011. The new grant implementation will start in January 2010. The total funding allocated for Phase 1 is € 9,557,068. Within Rolling Continuation Channel another grant was approved for Belarus for HIV amounting to $ 7,5 mln for three years. UNDP in Belarus is also Principal Recipient for Round 6 grant to fight tuberculosis which will continue its implementation in 2010-2012.
The new Round 8 and RCC grants will build on activities initiated and results achieved under the Global Fund Round 3 HIV/AIDS grant in Belarus and will further develop and strengthen the national response to the HIV epidemic. The grants are set to align with the last year of the State HIV Prevention Program 2006-2010 and to underpin the next State HIV Prevention Program 2011 – 2014.
The overall goal of the HIV grants is to maintain the concentrated phase of the epidemic in Belarus and to reduce the AIDS mortality. The grants envisage to expand the coverage of the main vulnerable groups (IDUs, FSWs, MSM, prisoners, women and youth) and to improve the quality of services through capacity building of the non-government organizations (NGOs) servicing the beneficiaries. Prevention work among young people will be extended through schools. Further, the grants aim to expand the coverage of people with anti-retroviral (ARV) treatment, to improve laboratory diagnosis and training of healthcare staff, to enhance the quality of care and support, and to provide TB prophylaxis and treatment to HIV patients.
The overall goal of the Round 6 TB grant is to reduce the burden of tuberculosis in Belarus with specific focus on improvement TB case detection rate, providing treatment with first and second line drugs, improvement of TB diagnostic and recording systems. All activities are targeting civilian and prison population.
The UNDP Purchasing/Contract Specialist will be responsible for procurement of goods and services within the portfolio of Global Fund grants (HIV and TB) in Belarus under the direct supervision of the Procurement Manager of the Grants Implementation Unit. The Purchasing/Contract Specialist ensures execution of transparent and efficient procurement services and processes in project. The Purchasing/Contract Specialist promotes a client-focused, quality and results- oriented approach in the project.
The Purchasing/Contract Specialist can supervise clerical and support staff of the project, if any. The Purchasing/Contract Specialist works in close collaboration with the other project staff, operations and programme staff in the CO for resolving complex procurement-related issues and information exchange. The initial assignment is for 12 months subject to further extension based on annual performance evaluation.
Tasks and Responsibilities:
The incumbent will be based in Minsk, Belarus. He/she will work under direct supervision of the Procurement Manager and will be responsible for products, equipment & services procurement within the grants in compliance with UNDP rules and procedures.
The selected Purchasing/Contract Specialist shall:
- Procurement Action Plans (PAP) for the grants, continuously monitor their implementation and timely update PAP if necessary, prepare reports on procurement progress as required;
- Conduct quality research of local and international markets for goods and services required for project needs, including verification of products availability, price analysis and search for potential vendors;
- Organize when required work of independent experts on developing detailed specifications of products, equipment and services in line with the UNDP rules and procedures;
- Review technical specifications and terms of reference received from the national partner organizations for their compliance with the UNDP procurement principles, rules and procedures and their adjustment as necessary;
- Contribute to organization of procurement processes including drafting of tendering and solicitation documents, assist in conducting tendering processes (RFQs, ITBs, RFPs, etc. in accordance with the UNDP rules and procedures) so that tender announcements are circulated as widely as possible among the potential suppliers, facilitating the flow of information during the tender by clarifying requests from tender participants and requesting additional information from them if necessary;
- Participate in opening of quotations, bids or proposals, organisation of their technical evaluation, including coordination of technical committee meetings and preparation of minutes/protocols thereof, conducting financial evaluations of the technically responsive offers;
- Submit procurement cases and recommendations for contract award to the UNDP country office, draft contracts in accordance with the UNDP model contracts and relevant rules and procedures;
- Prepare a complete and quality set of documents for procurement cases that are subject to review by the Contracts, Asset and Procurement Committee (CAP) of the UNDP CO for such a review;
- Create requisitions and receipts in Atlas (the UNDP web-based management system);
- Maintain procurement monitoring tables and reports of the procurement progress as requested;
- Other tasks as assigned by the Procurement Manager of the Grants Management Unit.
Purchasing/Contract Specialist will work in coordination with UNDP Procurement Associate and in close contact with the relevant services of the UNDP office if required.
Minimum Requirements, Qualifications, and Experience:
- Secondary combined with professional education with specialized training in procurement and/or logistics; University Degree in Business or Public Administration would be desirable, but it is not a requirement. University Degree in technical or humanitarian fields combined with practical procurement experience and relevant on-the-job trainings would also be acceptable;
- 3 to 4 years of progressively responsible procurement/sales experience is required. Experience in procurement/sales of medical goods/drugs would be an asset;
- Experience in using web-based management systems would be an asset;
- Experience with international development programmes and/or knowledge of UNDP/ UN procedures would be an advantage;
- Excellent English and Russian drafting skills;
- Service oriented attitude, creativity, commitment to work;
- Advanced computer literacy (MS Word, Excel, PowerPoint, Internet and e-mail).
Applicants are requested to apply on-line on www.un.by
Information about the conditions of the service contract:
· Complete the form stating their interest in and qualifications for the position (in English);
Deadline for submission of applications: 21 October 2009
Responsible applicants will be shortlisted, and at least three applicants will gain a personal or telephone hearing.
Women are encouraged to apply. UNDP is non-smoking work environment.
Due to the large number of applicants for UNDP positions, UNDP regrets that it is unable to inform unsuccessful candidates about the outcome or status of the recruitment process.