Le PNUD recrute un Analyste de la chaîne d’approvisionnement, Khartoum, Soudan

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

As a trusted, long-term partner of The Global Fund (GF), 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 in over 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. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies, and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management.

As the interim Principal Recipient for the Sudan GF programmes to be implemented from 1 January 2021 to 31 December 2023, UNDP is responsible for the financial and programmatic management and the procurement of health products for the Global Fund HIV and TB grants to Sudan (the ‘Grants’) in coordination with the Federal Ministry of Health, national and technical partners to achieve programme results and the effective use of grant resources.

One of the key objective of UNDP is to ensure sustainable and continuous availability of quality health products at the federal NMSF, State MSF, localities, and Health facilities. To achieve this objective, UNDP works with partners, the Federal and State Ministries of Health, Disease Control Directorate (DCD), DCD national and state level disease programmes, National Medicines Supplies Fund (NMSF), State Medicines Supplies Fund, Localities and health facilities (HF) to implement an effective and efficient planning, implementation, monitoring and reporting on supply chain management, warehousing, last mile distribution and logistics management information system (LMIS) at State MSF, localities and health facilities .

To facilitate the achievement of this objective, the UNDP is  recruiting  Supply Chain Analysts and Associates, at State MSF to perform the roles and responsibilities below:

Under the overall supervision of the Procurement and Supply Chain Specialist, the Supply Chain Analyst shall be responsible for effective and efficient planning, implementation, monitoring and reporting on supply chain management, warehousing, last mile distribution and logistics management information system (LMIS) at State MSF, localities, and health facilities, with the following roles and responsibilities:

Ensure continuous availability of adequate quantities of health and laboratory commodities at the State MSF, localities, and health facilities, through supply chain planning, forecasting and quantification, routine stock monitoring and review of commodity utilization trends:

• Prepare a state supply chain plan, mapping distribution channels for all commodities under the GF grant, location of locality stores and health facilities and follow-up to ensure that the supply chain plan is reinforced and implemented.
• Extract monthly stock status from the ERP, periodically sample and physically verify that the stock status details in the ERP match the physical stock at all levels of implementation, and submit reports to the PSM Specialist at least on 15 day following end of the month.
• Gather information on the utilization trend for health and laboratory commodities from State MSF issue data or programme patient enrollment trend, conduct a monthly stock analysis and quarterly forecasting and quantification to determine health products due for ordering; determine products at risk of expiry, stock out, in excess, slow moving or obsolete. This information should be submitted on monthly and quarterly basis
• Prepare and distribute monthly stock analysis and quarterly forecasting and quantification reports, highlighting supply chain and stock management risks, mitigation measures for the supply chain risk, as well as implementing and following up on the implementation of the mitigation measures.
• Prepare and distribute a monthly short expiry date commodities report, capturing products expiring in the next 6 months at the State MSF or locality store, highlighting and implementing measures to prevent wastage of health commodities by minimizing expiries.
• Participate as a member of State level forecasting, quantification, and distribution technical working groups, facilitate timely placement of routine and emergency orders for health supplies from Federal NMSF using the NMSF ERP electronic ordering platform. Minutes and follow-up actions should be documented and shared and progress of addressing identified bottlenecks should  documented and shared to the PMU
• Develop a system for tracking orders and deliveries between State MSF and federal NMSF as well as between State NSMF, locality store and health facilities and inform the PMU on any possible gaps in tracking orders and deliveries across the supply chain system
• Participate in the physical stock verification of deliveries, updating of the ERP, comparison of delivered and ordered products, documentation of shipment discrepancies and follow up resolution.
• Serve as the PR UNDP focal person at the State, localities and health facility for complaints and quality assurance queries related to health products procured by the Global Fund.
• Coordinate donations, reverse logistics, inter-state, inter-locality, and inter-health facility movement of health products as a mitigation measure for stock out, excess stock and expiries.
• Manage state level annual health commodities waste disposal management campaign by organizing the collection of medical waste and expired health and laboratory commodities from health facility and locality stores to collection centres at the State MSF, plus the removal and quarantine of expired commodities from the NMSF ERP,and produce commodities waste disposal report for submission to the PMU

b. Ensure that warehouse and storage facilities at State MSF, localities and health facilities meet the minimum standards for storage of health and laboratory commodities as an in-country supply chain quality assurance measure for health commodities:

• Conduct periodic warehouse assessments at the State MSF, localities, and HF to ensure that the health products are stored in premises and conditions that meet the minimum condition for storage of health products
• Advise on appropriate warehouse layout, commodity placement, segregation and stacking in a manner that preserves the integrity of the packages, improves warehouse access for FIFO and FEFO implementation, and minimums health and safety risks in the warehouse.
• Advise on the implementation of a temperature control systems at State MSF, locality store and health facility, including daily monitoring and recording of warehouse temperature and humidity.
• Ensure that measures are in place to mitigate warehouse risks like water leakages, unauthorized access to the warehouse or store, unauthorize and undocumented issuance of inventory, warehouse security, warehouse health and safety measures, measures to prevent pilferage, inventory insurance, and firefighting systems.

c. Coordinate the implementation of effective and efficient last mile distribution from the State MSF and locality stores to health facilities ensure uninterrupted availability of health and laboratory commodities at locality stores, and health facilities:

• Ensure real-time  preparation  of distribution plans at State MSF and locality, including route planning and selection of transport means aimed at fleet and distribution cost optimization and inform the PMU on time if there is any potential delays in the implementation of the distribution plan.
• Facilitate localities and health facilities in fulfilling routine and emergency orders health and laboratory commodities from State MSF and coordinate orderly and timely last mile distribution to prevent risks of stock outs, risks of expiries and excess stocking at localities and health facilities.
• Establish and implement distribution tracking, documentation of deliveries, filing of delivery acknowledgement forms from localities and health facilities.
• Identify potential delays in last mile distribution and notify UNDP CO Sudan to provide supplementary support in terms of third-party transporters, vehicle repair and maintenance, vehicle fuel, etc.
• Conduct monthly stock monitoring visits to localities and health facilities to assess inventory and warehouse management, implementation of manual LMIS R&R tools and eLMIS and submit field monitoring reports to  the PMU.

d. Design and implement a system to monitor, evaluate, audit and report on the performance of the supply chain, last mile distribution, inventory management ERP and LMIS at State MSF, locality stores and health facilities as a means of increasing supply chain visibility:

• Develop and implement an annual supply chain and last mile monitoring and evaluation plan.
• Designs and implement periodic field visits to localities and health facilities to assess the status of inventory management, presence of excess stocks, stock outs and expired commodities, and highlight supply chain challenges and mitigation measures to UNDP.
• Facilitate the effective implementation of manual and electronic LMIS systems at State, locality and health facility level through supervisory visits, hand-on support to fix gaps in recording and reporting and staff capacity building, ensuring that health facilities prepare and submit the Monthly Stock Status and order forms.
• Prepare and submit monthly and quarterly stock status and analysis report covering the State MSF, locality, and health facilities.
• Coordinate, facilitate and participate in PR  and DCD Supply Unit field supervision and monitoring visits at the state, locality, and state level.

• Prepare and distribute periodic distribution plan implementation reports, warehouse assessment report and LMIS implementation status reports.
• Work with the PR  PSM , Programme and M&E units to address procurement and supply chain information gaps like patient enrollment trends, patient data, products distribution patterns, treatment regimen transition, phaseout and phase in of treatment regimens, compliance to treatment guidelines, and any updates on the expansion of programs at state level.
• Spearhead in the preparation and implementation of periodic  assessment of the supply chain performance of tracer drugs and lab supplies across health facilities, and facilitate supply chain spot checks commissioned by the FMOH, UNDP and the LFA
• Produce  quarterly report on  assessment of  flow of diagnostic and medical supplies distributed from Central to States and localties and quantities received at last mile for selected sample of health facilities  against the number of people who were reportedly received services during the same period to inform  whether there are material discrepancies, wastage or under-reporting and other potential reasons and recommend mitigation measures
• Work closely with the States Health Information teams to track completeness, quality and real-time reporting of all the supply chain related data elements and indicators reported through monthly/quarterly   integrated health information systems reports through DHIS.2 and eLMIS.

e. Contribute to the develop the capacity of procurement and supply chain management personnel at the State MSF, locality stores and health facilities:

• Provide training and offer support to State MSF in preparing monthly or quarterly State level forecasting and quantification, storage, inventory and LMIS management.
• Facilitates and trains supply chain staff to conduct monthly inventory/stock analysis to identify items at risk of stock out, initiation of emergency orders, identification of items in excess and re-distribution to other States.
• Facilitates and train supply chain staff on preparing distribution plans and electronic ordering through the NMSF ERP of Pharmaceuticals, lab commodities and other health supplies from the Federal NMSF warehouse.
• Providing positive feedback and improvement plans to the management and staff of PR UNDP, State MSF, locality stores and health facilities.
• Attend and contribute to relevant technical working groups, meetings, workshops, and training organized at all levels of the supply chain.

 

Institutional Arrangement

The Supply Chain Analyst shall be stationed at a designated State MSF, responsible for the States listed in this TOR, and shall report to the Manager State MSF and will receive overall supervison and technical oversight of  UNDP PSM Specialist. The staff shall work with PSM and programme staff from UNDP, Federal and State Ministries of Health, Directorate of Center for Disease Control (DCDC), DCDC national and state level disease programmes, National Medicines Supplies Fund (NMSF), State Medicines Supplies Fund, Localities, and health facilities (HF).

 

Core Competencies:
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies

Thematic Area	Name	Definition
Business Directions & 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 alerting one element can impact on other part of the system.
Business Development	Knowledge Generations	Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Business Development	Collective intelligence design	Ability to bring together a diverse group of people, data information or ideas and technology to design the services and solutions
Business Management	Project Management	Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve the specific goals.
Business Management	Partnership Management	Ability to build and maintain partnerships with wide networks of stakeholders Governments, civil society and private sectors, experts, and others in line with UNDP Strategy and polices.
Business Management	Risk Management	Ability to identify and organize action around mitigation and proactively managing the risk.
Business Management	Working with Evidence and data	Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusion, and supporting decision-making

•    Master’s degree in pharmacy, and registered member of the pharmacy professionals’ body in Sudan
•    Bachelors with relevant experience can be considered.
•    Any training in procurement, supply chain, warehousing, and logistics management up to at least a certificate level is an absolute advantage.

•    A minimum of 2 years progressive work experience in the health settings in reputable public or private organizations in Sudan. A minimum of 4 years of relevant experience is required for Bachelor degree.
•    Experience in procurement, supply chain, warehousing and logistics management is preferred.
•    Experience managing or handling pharmaceuticals and health-related commodities is an absolute advantage.
•    Candidates with higher and solid working experience in Sudan’s public health sector, especially at Federal NMSF, State MSF or large public urban and rural hospitals shall be given top preference.

•    Excellent computer typing skills and use of Microsoft Office packages like Ms. Word, Ms. Excel, and Ms. PowerPoint.
•    Experience with an ERP is an added advantage
•    Excellent communication skills

•    Accepting to travel to any region of Sudan
•    Experience working with public entities and partners
•    Ability to work under pressure with changing priorities, with high level of flexibility.
•    High emotional intelligence even when under extreme pressure.

Professional Certificates    CIPS level 2 is an advantage but not a requirement

Required Language(s):    Fluency in English and Arabic required.

Mandatory requirement : An applicant shall be a resident or willing to relocate to and settle in a State where he/she is applying. Proof of residence shall be verified by submitting recommendation letters from local authorities, prior to offer of employment contract or within one month from signing the contract.

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