Logistics/Supply Chain Associate
Driving & Logistics Jobs
- UNDP - United Nations Develop…
- Expires 06 Jun 2022
- Bulawayo
- Full Time
Job Description
UNDP is a key partner to the Global Fund to Fight HIV/AIDS and the Principal Recipient of the Global Fund HIV grant in Zimbabwe. In this role UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery. UNDP has contracted the National Pharmaceutical Company (NatPharm) as a subrecipient (SR) for the receipt, storage and distribution to delivery end points of all Global Fund grant funded health products in the country.
In the last decade, UNDP/Global Fund, USAID and other health partners have made significant contributions to strengthen the management of the supply chain of health products of the Republic of Zimbabwe. Several assessments were conducted in the recent years by UNDP, the Global Fund and other Health Development Partners, where issues relating to deficiencies of the Supply Chain, inventory management, and storage of health products were noted. The supply chain assessments have helped to define areas of NatPharm’s operations that require to be improved.
While the country was hit by the Covid pandemic in the first quarter of 2020 with country wide lockdowns and major logistics constraints, there have been major achievements over the last 12 months in the implementation of the NatPharm optimization plan with the NatPharm management and the technical assistance provided by UNDP, Global Fund and the partners. Inventory of internal governance documents and regulations is completed. However, this work has expanded, to establish a comprehensive Document Registry. The NatPharm Internal Audit will serve as the custodian of the Registry and all the documentation. The next steps of the optimization project are to establish dynamic coordination with the MOHCC Logistics Unit, stronger supply chain analytics capacities, continuous improvement of the stock management process, with an expansion of the optimization work to all regional branches and sustaining the gains already made in improving warehouse inventory management at Harare warehouse.
Duties and Responsibilities
Duties and Responsibilities
1. Collect and analyse data on inventory management including warehousing from NatPharm to facilities and recommends inventory management performance improvements to:
Ensure that all pharmaceutical, laboratory reagents and consumables, health equipment and other health products are received and stored in accordance to Good Storage Practices;
Delivered to health facilities are received as per the national procedures and records are well kept;
Ensure adequate recording of stock at NatPharm and health facilities level, including but not limited to health products redistributed among health facilities and NatPharm branches;
Analyze reports submitted by PSM stakeholders, and Service Agents; facilitate the monthly reconciliations of stock received and stored, and recommends follow up on issues identified;
Analyze equipment optimal utilization, and maintenance;
Analyze the Implementation of PSM related Management actions at PR and SR level and recommends strategies for ensuring 100% implementation or compliance to the requirement of the grant;
Collect and analyze all action plans from LFA, OAI, OIG and other audit recommendations for facility level and related to health product management and provide action points for addressing issues that are raised;
Perform field visits to warehouses /pharmacy stores at health facilities to analyze adherence to quality standards for storage conditions as per the Global Fund and UNDP rules and regulations as well as QA policies.
2. Provide active support to the implementation of the electronic Logistics Management Information System:
Facilitate the deployment of the eLMIS as per the agreed roadmap with all stakeholders;
In collaboration with MOHCC Logistics team, ensure that the health facilities store, distribute and maintain an efficient logistics management information system (LMIS) for pharmaceutical, health products and equipment in line with WHO’s Good Storage and Distribution Practices;
Collect and analyze data for stocks through on-site data verification to access completeness and accuracy of stock recording and reporting;
Collect, analyze, and develop a measurement and monitoring tool for selected supply chain KPIs, create dashboard to visualize KPIs and provide recommendations on system improvement and ensure that these indicators are part of the eLMIS System;
Develop a Tracking tool for the performance of the KPIs and report on supply chain’s performance;
Be an active member of the eLMIS TWG and Attend other PSM TWG meetings, including the semi-annual quantification exercises.
3. Working with the Health Products Supply Chain Specialist, collect and analyze stock data at facilities level including stock reconciliations and variance analysis:
Perform field visits to verify and analyze data from the ZAPS/Zilacods Pivot tables and provide recommendations for improved stock management.
4. Critically analyze the expired stock Management and perform a root cause analysis of the same including:
Collection and analysis of the rate of expiry of commodities at NatPharm and health facilities and In collaboration with PSCA, MOHCC Logistics team and other stakeholders, ensure progressive and significant reduction in the quantities of health products that expire at all levels of the supply chain through introduction of relevant mitigating measures;
Support the implementation of national waste management plan.
5. Other Tasks required include the following:
Participate in all PSM stakeholders meeting and provide technical support to mitigate risks of Expiries, stock outs and overstock at health facility level;
Perform other health products management related tasks as may be determined.
Institutional Arrangement
Under the overall guidance of the Health Product Supply Chain Specialist of UNDP/PMU, the Logistics/Supply Chain Associate will be responsible for assisting the HP SC Specialist to analyze all reports for downstream activities and provide recommendations to the HP SC Specialist to ensure the oversight of health products procured with grant resources and delivered from NatPharm to all HFs. The Analysis will be based on Good Storage and Distribution Practices (GSP/GDP) and International best practices of Logistics Management Information Systems.
Competencies
Core Competencies
Achieve Result: Plans and monitors own work, pays attention to details, delivers quality work by deadline;
Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements;
Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback;
Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible;
Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident;
Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships;
Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
UN Policy knowledge -ethics
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
Supplier/relationship management
Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Business management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs;
Provide inputs to the development of customer service strategy.
Procurement management
Ability to make an independent judgement based on set criteria and benchmarks - Ability to anticipate client's upcoming needs and concerns;
The ability to acquire goods, services or works from an outside external source.
Qualifications and Experience
Required Skills and Experience
Education:
Secondary Education, preferably with specialized certification in Pharmacy, Public Health, Supply Chain Management or equivalent.
Bachelor’s Degree in Public Health, Pharmacy or Supply Chain Management or other relevant field is desirable but not a requirement.
Experience:
Minimum of 7 years (Secondary Education) or 4 years (Bachelor Degree) professional experience in similar capacity, preferably in humanitarian context;
Experience and knowledge of the national supply chain system;
Technical background and/or experience in medical logistic and inventory management systems;
Experience in Health Logistic Management Information Systems/ERP;
Effectively manages own work related to multiple tasks or activities;
Responds quickly to emergencies with a solution or a decision;
Strong IT skills;
Knowledge of UN or UNDP procurement policies and procedures is an advantage;
Good communication skills;
Proven skills and competences in project managing optimization, strengthening of pharmaceutical supply chain systems;
Demonstrated experience in working with people of different national and cultural background;
Previous work experience in the UN/NGO environment is an added advantage;
Basic knowledge and experience of other supply/ logistics software packages.
Language
Fluency in written and spoken English is a requirement
Basic working knowledge in both Shona and Ndebele.
Professional certificates:
Certification in procurement or logistics will be an added advantage.
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