Supply Chain Data Base Specialist Full Time

Background

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.

1. 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 inclusiveeconomic 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 selectedas the Principal Recipient (PR) for the New FundingModel (NFM3) GlobalFund Grant for Malaria, COVID and HealthSystems Strengthening for the period from 1 January 2021 to 31 December2023, 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 SupplyChain Data base Specialist works for the success of this missionthrough the specificfunctions detailed in this job description.

Under the supervision of the Procurement and 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 withUNDP rules and standards. He/She enterall the stock data into the stock data base, analyses them, provides analytics reports on stocksat 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.

1. Scope of Work

The incumebt will undertake the following key tasks:

• Purchase / Receptionof Pharmaceutical and Health Products.
• Storage and Distribution.

• Technical assistance on data collection, quality Assurance, inventory and stock management.
• Data collection and compilation.

1. Purchase/Receptionof 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 QualityReport PQR is updated for each arrivalof products; Ensurethat 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 meetingsand participate during the elaboration of the quantification and distribution plans.
2. 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 ordersto avoid disruptions in inventory management.
   • Participate duringthe preparation and implementation of semestral Inventory at Central CECOME.
   • Analysis the monthlystock reports issuefrom 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 monthlymeetings and consolidate all the reports; follow up on the recommendations with each one the SCMs.
3. Data collection and compilation:
   • Through the logisticmanagement unit ( UGL) at CECOME, coordinate the stock data collection in all health facilities; prepare the visitsplans; analysis the data receivedor 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 chainissues.
   • Analyse the consumption data versus patients data, share reports and recommendation with concerned health facilities and all the partnersin case of discrepancy; elaborate and followup 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 annualstock management training.
   • Prepare the distribution plan of the logistics management tools to all health facilities.

1. Technical assistance on data collection, quality Assurance, inventory and stock management:
   • Provide technical assistance on data collection, inventory and stockmanagement using the new e-LMISat

Health facility and regionalCECOME level.

• Participate with CECOMEmanagers 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 Progressupdate and disbursement request – PUDR).
• Participate activelyduring the GlobalFund or LFA missions in Country.
• Contribute on the elaboration of the QualityAssurance Plan.
• Participate on the monitoring of the QualityAssurance Plan’s activities, budgetand indicators.
• Any othertasks assigned by the Procurement and Supply Chain Specialist PSM.
• Act as Officerin charge in the absenceof the PSM Specialist ( Supply Chain aspects).

1. Institutional Arrangement

Under the guidance the Project Manager and the direct supervision of the Procurement and Supply Chain Specialist, the SupplyChain Data base Specialist supportsthe Supply chainmanagement of pharmaceuticals and health products procured underthe project and works closely with the Global Fund project management team to support the successful implementation of the project.

1. Competencies