Job Title SCMS Senior Procurement Advisor
Organization Management Sciences for Health
Closing date: 30 Sep 2013
The Partnership for Supply Chain Management (PFSCM) is implementing the Supply Chain Management System (SCMS) contract for USAID as part of the President’s Emergency Plan for AIDS Relief. SCMS strengthens or establishes secure, reliable, cost-effective, and sustainable supply chains capable of meeting the care and treatment needs of people living with and affected by HIV and AIDS. In coordination with in-country and international partners, SCMS assists programs to enhance their supply-chain capacity; ensure that accurate supply chain information is collected, shared, and used; and provides quality, affordable, health care products to those who need them. In Uganda, the SCMS project is managed by Management Sciences for Health (MSH).
OVERALL RESPONSIBILITIES The Senior Procurement Advisor will lead and provide technical, strategic, and procurement operations support to the USAID Uganda mission. She/hewill provide technical assistance to USAID supported implementing partners, and other PEPFAR USG partners as needed, primarily in the areas of quantification, procurement planning, procurement, and distribution planning for antiretroviral medicines (ARVs) and other HIV/AIDS related commodities. The Senior Procurement Advisor will monitor and assure the quality of in-country client procurement plans and will collaborate, as appropriate, with USAID, the Ministry of Health and the Securing Ugandans’ Right to Essential Medicines (SURE) Program for any partner procurement and distribution needs. She/he will serve as the principal liaison to SCMS in Uganda, coordinating with the Mission, in-country partners, and the SCMS project management office (PMO) to ensure timely and complete responsiveness to client needs. The Senior Procurement Advisor will be responsible for reporting on the progress and financial status of SCMS procurement operations in Uganda to the USAID Mission, and the SCMS project management office (PMO) in Washington, DC.
I. Provide strategic, managerial, and technical support for USG funded procurements
Represent SCMS and PFSCM at various supply chain management related technical meetings with other cooperating agencies, implementing partners, Ministry of Health, and/or donor agencies.
Provide technical support for quantification and procurement planning to the Mission, implementing partners supported by USAID, and other USG partners for whom SCMS procures.
Collaborate with the SCMS PMO team to prepare the quarterly commodity financial forecasting for antiretroviral medicines and other health-related commodities. Complete requests for ad-hoc analysis of commodity forecasts, consumption, logistics, and/or financing to guide decision making related to HIV/AIDs commodities. Relay timely information to the PMO on program changes, needs, and targets.
II. Initiate and manage the SCMS Procurement and Order Fulfillment Process and related activities 1. Review client procurement requests for eligibility and accuracy, and lead communications to clarify order specifications as needed 2. Verify and monitor available funding for orders 3. Review client procurement plans and develop SCMS twelve-month supply plans and update them on a quarterly basis
4. Submit online Price Requests (PRs) and collaborate with Procurement Unit to ensure the completion of Price Quotations (PQs) and monitor the order fulfillment process
5. Obtain client approvals on price quotations 6. Ensure compliance with all applicable national and USG regulations and policies, as well as SCMS Standard Operating Procedures 7. Manage SCMS Uganda procurement staff 8. Backstop the SCMS Uganda procurement team, conducting procurements when necessary
III.In collaboration with MSH headquarters and the SCMS PMO coordinate in-country logistics 1. Establish and monitor contract mechanisms for commodity clearance through the National Drug Authority (NDA), and distribution and warehousing services within-country partners (Joint Medical Stores-JMS and National Medical Stores-NMS) 2. Monitor related invoices and expenses to ensure the timely payment of service providers (NDA, JMS, NMS)
IV. Manage Client Relations, Requests and Expectations 1. Inform in-country clients about SCMS procurement procedures and policies 2. Communicate order status reports to clients and implementing partners 3. Collaborate with the PMO to monitor and report on client procurement budgets
V. Monitor and report on SCMS Uganda Operational Progress 1. Support the completionof customer satisfaction surveys 2. Submit monthly and quarterly performance reports
3. Monitor and ensure the achievement of SCMS procurement performance goals 4. Liaise with the PMO to provide regular updates and reports to the Mission 5. Collaborate with the PMO to monitor and report on overall program expenses and the budget
• Bachelors’ degree in Pharmacy is required. • Advanced degree in procurement, supply chain management, business administration, public health, or equivalent field. • Working experience in Uganda with knowledge and comprehensive understanding of HIV/AIDS supply chain and pharmaceutical procurements, procurement regulations, and regulatory authority importation guidelines. Registration by the Pharmacy Council, Ministry of Health is mandatory. • At least five years of procurement and/or pharmaceutical management experience,including supervisory or equivalent leadership/management experience • Experience in logistics/supply chain management and/public health commodities, especially HIV/AIDS and laboratory commodities • Practical experience with quantification and demand planning and related tools a plus (e.g., Pipeline, Quantimed, ProQ) • Demonstrated computer skills, including knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) • Flexibility in dealing with changing priorities and shifting deadlines • Excellent written and oral communications skills • Demonstrated strong organizational, managerial, communications, and reporting skills • Proven ability to work as a part of a team, but self-managing of own time
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