Procurement Assistant – Temporary Support

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UNDP Pacific
  • Post Date: April 10, 2022
  • Applications 0
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Job Overview

Scope of work

Under the daily guidance of the UNDP PSM Specialist, the Procurement Assistant shall provide Procurement and associated logistic support in line with the grant agreements, budgets and procurement lists under the Programme to fulfill the tasks particularly those related to accelerating delivery and meeting the obligations made to the Global Fund (donor) and the recipients of the grants; 11 Pacific Island States including Cook Islands, Federated States of Micronesia, Kiribati, Nauru, Niue, Palau, Samoa, Tonga, Tuvalu and Vanuatu

The level of support is hereby summarized into major outputs below and then further refined in terms of expected deliverables under each output:

  1. Support to accelerate procurement and supply of goods and services for the benefit of the 11 Pacific Island States including Cook Islands, Federated States of Micronesia, Kiribati, Nauru, Niue, Palau, Samoa, Tonga, Tuvalu and Vanuatu
  2. Successful delivery of Goods and Services for year 2022 to the 11 countries and the beneficiaries of the Global Fund Programme.  This includes Country PSM Review, Fixed Asset Register update, and Transfer of tiles complemented.
  3. Support in terms of ATLAS related entry particularly for the vendor Module, Accounts Payable Module (using the GSSU portal) and the E-Procurement Module.
  4. Liaisn with country focal points in terms of advisories and schedule of goods arriving into the capital and arranging to the remote and rural sites based on the procurement plan.
  5. Any other support or tasks as directed by the UNDP PSM Specialist or the Programme Manager in fulfilment of the grant objectives and procurement plan.

 

Expected Outputs and Deliverables

The Procurement Assistant is expected to submit monthly summary (30 days) of activities, and accomplishment report to the UNDP PSM Specialist. Monthly payment shall be made within two weeks after the receipt of approved summary of activities and accomplishment report.

Deliverable Outputs Tentative due date Percentage Reporting
Deliverable 1 Successful Initiation of procurement for yr. 2022 Procurements and issuance of POs for HIV/TB & Malaria Grant Health Products, COVID supplies and equipment, Vehicles, and other approved procurement including individual consultants, RFP’s and RFQ’s against the Procurement Plan in May 2022. This includes Country PSM Review. Submission of monthly summary (30 days) of activities, and accomplishment report to the UNDP PSM Specialist. 25 May 22 33% Summary report for the month with updated PSM Track sheets
Deliverable 2 Successful procurement and delivery of Goods and Services for year. 2022 to the 11 countries and the beneficiaries of the Global Fund Programme in June 2022. Procurements and issuance of PO for HIV/TB & Malaria Grant Health Products, COVID supplies and equipment, Vehicles, and other approved procurements including individual consultants, RFP’s and RFQ’s against the Procurement Plan in June 2022. This includes Country PSM Review. Submission of monthly summary (30 days) of activities, track sheets, and accomplishment of June report to the UNDP PSM Specialist. 25 Jun 22 33% Summary report for the month with updated PSM Track sheets
Deliverable 3 Successful procurement and delivery of Goods and Services for year 2022 to the 11 countries and the beneficiaries of the Global Fund Programme in July 2022. Procurements and issuance of PO for HIV/TB & Malaria Grant Health Products, COVID supplies and equipment, Vehicles, and other approved procurements including individual consultants, RFP’s and RFQ’s against the Procurement Plan in July 2022. This includes Country PSM Review. Submission of monthly summary (30 days) of activities, track sheets, and accomplishment report to the UNDP PSM Specialist. 25 Jul 22 34% Summary report for the month with updated PSM Track sheets

 

Institutional Arrangement

The UNDP PSM Specialist will directly supervise the consultant and to whom he/she will be directly responsible to, reporting to, seeking approval/acceptance of output and work performed over a defined period. However, all the reporting including the final report for payment will be cleared by the Programme Manager post clearance by UNDP PSM Specialist.

The IC is expected to provide monthly reports of his/her deliverables. In addition, he/she is expected to provide updates during the weekly GF project team meetings. The IC is expected to liaise with the project focal points based in country, i.e., the respective UNDP country focal points, and Government Agencies and update them on the progress of project deliverables and specifically the movement of goods and supplies that are essential to the completion of work under the Programme. The GF project team through the Programme Manager will provide overall oversight in the management/implementation of the contract as the approving authority and will support the UNDP PSM Specialist in the evaluation of the performance of the IC.

There are 11 countries that are allocated specific budgets under the Programme. The IC will coordinate with UNDP country offices and government counterparts in the implementation of project activities. Budget includes health product, equipment, consumables, IT equipment, consultancy, travel, workshops and consultations, printing of knowledge management materials.

Duration of the Work

The assignment duration is for 3 months and is expected for approximately 64 days in totals however on deliverable basis as per the schedule.

Duty Station

The IC’s duty station will be based with the Programme team at the UNDP Pacific Office in Fiji, Level 2, Kadavu House, Suva during the official UNDP working hours.  He/She may be expected to travel to any of the 11 countries once the COVID-19 situation has normalized and is expected to maintain a good health.

  1. An action-oriented approach and strong drive for results
  2. Work with teams of diverse capacities;
  3. Strong interpersonal and communication skills;
  4. Strong analytical, reporting and writing abilities skills;
  5. Openness to change and ability to receive/integrate feedback;
  6. Ability to plan, organize, implement and report on work;
  7. Ability to work under pressure and tight deadlines;
  8. Comprehensive knowledge of Procurement planning and execution as well as government coordination machinery;
  9. Proficiency in the use of office IT applications and internet in conducting research;
  10. Outstanding communication, project management and organizational skills;
  11. Excellent presentation and facilitation skills;
  12. Demonstrates integrity and ethical standards;
  13. Positive, constructive attitude to work;

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

 

Educational Qualifications:

University Degree in Business, or Accounting or equivalent in procurement and administration and Programme management disciplines.

Experience

  • 3 years of relevant experience at the national or international level in administration and procurement management.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
  • Knowledge of automated procurement systems, experience in handling of web-based management systems
  • Previous working experience with a UN, Global Fund and/or Government agency is an asset
  • Knowledge of tools, procedures and international standards for the purchase of goods and services is desirable
  • UNDP Procurement Certification Programme desirable
  • Working understanding of working cultures and norms in the Pacific;
  • Excellent fluency in English, both written and verbal communication.

Language requirements

Fluency of English language is required;

Knowledge of local non-verbal communication styles would be an asset.

  • Cover letter, including a) a brief description of why the individual considers him/herself as the most suitable for the assignment;
  • Personal CV, indicating all past experience from similar assignments, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.
  • Letter of Confirmation of InterestAvailability and submission of financial proposal using the template provided in Annex II.
Evaluation Method and Criteria

Individual consultants will be evaluated based on the following methodology:

 

Cumulative analysis

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as a) responsive/compliant/acceptable; and b) having received the highest score out of set of weighted technical criteria (70%). And financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

 

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation

 

Technical Criteria for Evaluation (Maximum 70 points)

 

Criteria Required Skills and Experience Points Obtainable (70 points)
1 University Degree in Business, or Accounting or equivalent in procurement and administration and Programme management disciplines. 10
2 3 years of relevant experience in administration and strategic procurement, including proven experience in national or International public procurement 30
3 Experience in conducting high volume complex procurement activities for goods, services and civil works 15
4 Broader understanding, practical experience, and appreciation of the challenges involved in the shipment of goods and services from urban centers to remote islands in the Pacific Island context (must show track record in dealing and coordination with private and government shipping agencies, local and regional suppliers, value chains, contractors and business houses) 15
70 Points

 

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Financial evaluation – Total 30%

The following formula will be used to evaluate financial proposal:

p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

 

Price Proposal

Consultant must send a financial proposal based on Lump Sum Amount. The total amount quoted shall be all-inclusive and include all cost components required to perform the deliverables identified in the TOR, including professional fee, travel costs, living allowance (if any work is to be done outside the IC´s duty station) and any other applicable cost to be incurred by the IC in completing the assignment. The contract price will be a fixed output-based price regardless of extension of the herein specified duration.

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

Schedule of Payments

Payment shall be provided upon satisfactory completion of the deliverables outlined in Expected Deliverables and timelines section and upon submission and acceptance of a report mentioned above.

  • Upon completion of deliverable 1 – 33% (upon acceptance of deliverables)
  • Upon completion of deliverable 2 – 33% (upon acceptance of deliverables)
  • Upon completion of deliverable 3 – 34% (upon acceptance of deliverables)

 

Payment request submitted by the consultant must be certified by the UNDP Programme Manager and UNDP PSM Specialist and, accompanied by a payment invoice.

Payments are to be made within 30 days from receipt of the invoice/Certificate of Payment

 

Documentation required

Interested individual consultants must submit the following documents/information to demonstrate their qualifications.

  • Cover letter, including a) a brief description of why the individual considers him/herself as the most suitable for the assignment;
  • Letter of Confirmation of Interest and Availability and Financial Proposal using the template provided in Annex II. Financial Proposal to be submitted in Fijian Dollars (FJD)
  • Personal CV, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.

 

Note: Successful individual will be required to provide proof of medical insurance coverage before commencement of contract for the duration of the assignment.

 

Incomplete and joint proposals may not be considered. Consultants with whom there is further interest will be contacted. The successful consultant shall opt to sign an Individual Contract or a Reimbursable Loan Agreement (RLA) through its company/employer with UNDP.

 

All required templates are available on the UNDP Procurement website: www.pacific.undp.org

 

Annexes

 

Women applicants are encouraged to apply

 

More information about the vacancy can be found on https://jobs.undp.org/cj_view_job.cfm?cur_job_id=105797

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