Procurement/Supply Chain Management Analyst (Health products)

CTG overview

CTG staff and support humanitarian projects in fragile and conflict-affected countries around the world, providing a rapid and cost-effective service for development and humanitarian missions. With past performance in 17 countries – from the Middle East, Africa, Europe, and Asia, we have placed more than 20,000 staff all over the world since operations began in 2006.

CTG recruits, deploys and manages the right people with the right skills to implement humanitarian and development projects, from cleaners to obstetricians, and mechanics to infection specialists, we’re skilled in emergency response to crises such as the Ebola outbreak in West Africa. Key to successful project delivery is the ability to mobilise at speed; CTG can source and deploy anyone, anywhere, in less than 2 weeks and have done so in 48 hours on a number of occasions.

Through our efficient and agile HR, logistical and operational services, CTG saves multilateral organisations time and money. We handle all our clients’ HR related issues, so they are free to focus on their core services.

Visit www.ctg.org to find out more

Overview of position

The Global Fund typically has one Local Fund Agent (LFA) engaged in each country where funds are disbursed. The LFA provides the donor with access to local knowledge that is relevant to grant performance.

The Global Fund adheres to the principles of performance-based funding in making disbursement decisions. The aim is to ensure that investments are made where funding is managed and spent effectively on programs that achieve impact infighting the relevant diseases (HIV, tuberculosis and malaria).The LFA is a crucial part of the Global Fund’s system of oversight and risk management. A principal role of the LFA is to provide informed and independent professional advice about the capacity of fund/grant recipients to manage the implementation of activities funded by grant funds (including the recipient’s

capacity to oversee implementation of activities by implementing parties), to make recommendations concerning periodic disbursement of grant funds, to review grant performance when a grant is being considered for renewal, and to provide the donor on an on-going basis with relevant information on issues or risks which might affect grant performance.

The LFA team is expected to have up-to-date and comprehensive understanding of the relevant diseases, how they are prevented, transmitted and treated, and their impact on a specific country. The team assesses the recipients’ institutional and health/programmatic capacities and arrangements to ensure adequate health expertise (HIV/AIDS, tuberculosis and/or malaria) in the implementation of the donor grant funds. The LFA team also determines whether the recipient has adequate infrastructure and information systems to support grant implementation, including the monitoring of performance of implementing partners and outsourced entities in a timely and accountable manner. The donor has recently adopted an intensive risk management approach to services with enhanced effort toward in-depth verifications and reporting. The identification of financial and programmatic risks with ongoing updates shall be provided the donor with special attention to the overall context of the relevant diseases and grant implementation in country.

The Procurement/Supply Chain Management Analyst will be based in Port Moresby, Papua New Guinea, and will report to the PSM Specialist based outside of country for quality assurance and technical assistance, and to the country Team Leader. The incumbent may be required to undertake in-country travels to assess the Principal Recipient (PR), Sub-Recipients (SR), and Sub-Sub-Recipients (SSR) field activities when necessary

Role objectives

The incumbent will assist the PSM Specialist in planning and implementing LFA procurement and supply management activities in Papua New Guinea, and delivering quality PSM deliverables, completed within the timeframe set by the client.

Report reviews:

• Assist in reviewing progress update reports, disbursement requests and other planning and reporting documents submitted by the grant recipients as follows:
• Review the performance of the procurement work plan and help assess its efficiency and effectiveness, identify its weaknesses and success and support the formulation of recommendations for necessary follow up by the grant recipient; ·Review achievement against targets, storage and delivery aspects and its implementation, identify weakness and success relating to procurement and contribute to formulation of recommendations for necessary follow up by the grant recipients; ·Review and analyze the recipient’s PSM plan, using the template for assessment and help advise whether the grant recipient meets the required minimum capacities for implementing the programme as listed in the PSM assessment guidelines and framework. This will include compiling information on supply procurement and distribution system from various documents, discussing with the grant recipients and visiting various offices located in-country; and
• Review the performance of the procurement work plan and help assess its efficiency and effectiveness, identify its weaknesses and success and support the formulation of recommendations for necessary follow up by the grant recipient;
• Review achievement against targets, storage and delivery aspects and its implementation, identify weakness and success relating to procurement and contribute to formulation of recommendations for necessary follow up by the grant recipients;
• Review and analyze the recipient’s PSM plan, using the template for assessment and help advise whether the grant recipient meets the required minimum capacities for implementing the programme as listed in the PSM assessment guidelines and framework. This will include compiling information on supply procurement and distribution system from various documents, discussing with the grant recipients and visiting various offices located in-country; and
• Participate upon request in debriefing of grant recipient and implementing partners’ staff members on the main findings from our client verifications/reports.
• On-site and off-site assessments:
• Conduct regular field visits to the grant recipients and implementing partners, collect relevant documentation and contribute providing independent opinion and analysis on the procurement/ supply chain management by the relevant parties. Such on-site and off-site assessments follow the donor framework approach, by using the forms, checklists and questionnaires provided by the donor as guides or tools.

Implementation Reviews and Quality Assurance:

• Help identify PSM weaknesses and make recommendations with timeframes for necessary follow up by the grant recipients and implementing partners to ensure the optimum utilization of donor grant money and safeguarding the funds against any fraud;
• Discuss with the PSM Specialist and team leader any other institutional and PSM aspects to be reviewed and take action accordingly;
• On the basis of sample verification ensure that the procurement of goods, works and services was open, competitive, fair and transparent;
• Identify whether all procurements adequately reflect efficient and economic use of the The Global Fund (TGF) resources and satisfactory value for money, and have been carried out in transparent manner using competitive procedures in line with donor and national guidelines/regulations;
• Verify that all the Health equipment and pharmaceuticals procured using TGF resources are in accordance with TGF Quality Assurance policy and other applicable policies;
• Identify if the products under the grant are used for the purpose for which they were procured and help identify risks which may lead to diversion of health and non health products/frauds;
• Conduct desk review and physical verification of goods procured under the grant; where needed, carry out warehouse inspections, prepare inspection reports and make practical recommendations to remove identified shortcomings;
• Identify overstocking /under stocking situations in the supply chain which may lead to unwarranted expiration/out of stock situation.
• Help carry out price quality reporting auditing for all covered pharmaceuticals and health products, whenever required.
• Immediately raise all suspicious acts, transactions and activities and processes which may pose potential risks, misconduct, mismanagement, misuse and frauds by grant recipients and implementing partners to the attention of the team leader; and
• In conducting the above tasks, ensure that relevant guidelines and policies are adhered to, including the ones which are related to the PSM functional area. The respective international guidelines (e.g. WHO, UNAIDS, etc) shall also be consulted and followed.

Management & client relations:

• Display team spirit, mutual respect and professionalism within the team;
• Assist the PSM specialist in grant negotiations and grant closure activities with the donor, as required;
• Develop and keep updated knowledge on activities required to be performed as described in the donor manual; and
• Perform other duties as assigned/ required.

Project reporting

Report to the PSM Specialist based outside of country for quality assurance and technical assistance, and to the country Team Leader

Key competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.

• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Functional competencies

• Experience in, and understanding of, procurement for health products in the private and public health sectors in PNG, and knowledge of their challenges and relevant health regulations.
• Basic knowledge of best practices in procurement /supply chain management, for pharmaceuticals, health supplies, and non-health goods, services, and works.
• Some exposure to the three diseases of HIV/AIDS, Malaria and Tuberculosis, including prevention, diagnosis, and treatment is desired;
• Ability to interact and communicate within a team and with clients.

Team management

N/A

Further information

N/A