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resources to fight three of the world's most devastating diseases, and to direct those resources to areas of
greatest need. The GF's vision is a world free of the burden of AIDS, tuberculosis and malaria. The GF
operates in partnership with governments, civil society, the private sector and affected communities.
Since 2003, the GF has awarded grants to Ethiopia from the first round for tuberculosis to the recent grant
under round 9 for Tuberculosis. In total, the GF has committed a sum of approximately USD2.1 billion
dollars to Ethiopia for the fight against the three diseases.
UNOPS has acted as the Local Fund Agent to the Global Fund's grant management and disbursement
program in Ethiopia since January 2009. In order to efficiently accomplish the required tasks of this
assignment, the UNOPS LFA office is in need of an experienced Procurement Specialist (PS) to support the
team's daily activities. The PS will work under the direct supervision of the LFA Team Leader and
Coordinator in Ethiopia. S/he will be responsible for carrying out the procurement related activities of the
LFA and supporting the Team Leader and Coordinator in the implementation of programmatic and other
activities for the UNOPS LFA in Ethiopia.
Duties and Responsibilities
The main duties and responsibilities of the Procurement Specialist are outlined below:-
Principal Recipients (PRs) and Sub-Recipients (SRs) Pre-Assessment - Within the context of the
Indefinite Quantity Contract (IQC) between the Global Fund (GF) and UNOPS, undertake all activities
laid out in the Work Order signed between the GF and UNOPS for Ethiopia and related to the
Procurement of Pharmaceuticals and other health products by liaising with all relevant
stakeholders/organisations, familiarizing him/herself with all the relevant documentation, with the
programme, its work plans and implementation modalities etc.
Preliminary Principal Recipient (PR) and Sub Recipients (SR) Profile On the basis of conclusions
drawn from the review of existing information about the PRs and SRs, the LFA Procurement
Specialist will in collaboration with the LFA Team Leader and Coordinator identify known strengths
and weaknesses in relation to the Procurement system and methodologies proposed to be applied
by the PR and SRs; and key risk areas for successful program implementation. S/he will also highlight
any external factors which in his view may affect the PRs' and SRs' performance ability and verify if
the PRs and SRs fulfil the Minimum Required Capacities set out by the GF.
The Procurement Specialist will study in depth all related documentation and information,
implementation modalities, work plans and the Procurement and Supply Management (PSM) Plans
proposed by the PRs and the SRs as well as obtain additional background information from relevant
donor organisations on the performance record of the PRs and SRs in terms of Procurement
activities under donor funds, accountability and transparency.
PRs and SRs Assessment
Based on the Preliminary PRs and SRs Profiles, the LFA Procurement Specialist shall assist the LFA
Team Leader and Coordinator in drafting and submitting in the agreed time-frame a country level
risk assessment report proposing to the Global Fund specific areas, if any, that require additional
clarification to be obtained through a focused Country level risk Assessment due to insufficient or
unreliable existing information in the functional area of Procurement. In this regard, the
Procurement Specialist will:
i) Assist the LFA Team Leader and Coordinator in developing a plan and timeframe for the
focused on-site assessments;
ii) Undertake the focused on-site assessment in the functional area of Procurement in
collaboration with the LFA Team Leader and Coordinator;
iii) Assist the LFA Team Leader and Coordinator in formulating the assessment conclusions and
recommendations to the GF in the final assessment report in the area of procurement
highlighting identified strengths and weaknesses, risks, and if relevant, identify areas for
capacity building;
iv) Assist the LFA Team Leader and Coordinator in making recommendations to the GF in the
phase of the grant negotiations on the status of the various work plans with specific focus on
the feasibility and soundness of the proposed PSM Plan;
v) The LFA Procurement Specialist in cooperation with the Programmatic Professional, Finance
Professional and the LFA Team Leader and Coordinator shall work with the PRs and SRs to
develop a PSM plan for the current phase of the grants;
vi) Report to the LFA Team Leader and Coordinator on all identified procurement items, the
procurement methodologies to be applied and the capacity of the PR to put together a
workable PSM plan and its implementation;
vii) Ensures that the PSM plan states clearly how the PRs and SRs will monitor Stock-outs,
forecasting and quantification; Tender and bidding process; PRs and SRs direct procurement
and contracting; Non-Pharmaceutical procurement; Quality assurance; Receipt and storage;
Distribution; and Counterfeit drugs and substitution.
Verification of Implementation Performance
The LFA Procurement Specialist shall undertake all related activities for the verification of the
implementation, especially the verification of procured items in congruence with the PSM plan
and the disbursement requests as laid out in the LFA ToR in the GF-UNOPS IQC and signed Work
Order for Ethiopia. Specifically,
i) The LFA Procurement Specialist will meet regularly with the PRs and where necessary the
SRs and his/her relevant programme stakeholders to verify the correct use of procured
items and the expiry time for the drugs procured;
ii) S/he will advise and inform the LFA Team Leader and Coordinator regularly about any arising
obstacles or problems, diversions from GF policies, and any information that is regarded
relevant for successful programme implementation
iii) Regularly review the disbursement requests in relation to the items procured and their
acceptability and consult with the LFA Team Leader and Coordinator on recommendations
to the GF about procured items;
iv) Ensure that the PRs regularly update the Price Quality Reporting (PQR) information in the
PQR system with the relevant documentation;
v) Perform site visits to the Principal Recipients, sub-recipients and program sites as necessary
to confirm the reports of grant implementation.
vi) Perform ad hoc inspections of the records on distribution of drugs, bed nets, equipment,
their use, replacement, warehousing and stores management, and the impact of the
procured items on the beneficiaries;
vii) Review, in consultation with the LFA Team Leader and Coordinator, the findings and
recommendations of independent procurement audits of the Principal Recipients and the
SRs, and provide feedback to the Global Fund as to the steps the Principal Recipient is
undertaking to resolve any findings and/or implement recommendations which might affect
its performance and/or accountability under the grants.
viii) Bring all significant performance and procurement related problems to the immediate
attention of the LFA Team Leader and Coordinator.
ix) Perform his/her services as may be agreed to in the particular GF-UNOPS Work Order for
Ethiopia.
Phase 2 Reviews
The LFA Procurement Specialist shall undertake all related activities for the phase 2 review of
existing grants, especially the review of the endorsed version of the phase 2 proposals prepared
by the PRs for the continued funding of project activities. S/he will review the implentation of
the phase 1 plan and the proposed PSM plan for the phase 2 to ensure that lessons learned from
phase I are fully incorporated into the PSM plan for phase 2 to ensure a smooth continuation of
program activities in the second phase of Global Fund financing.
Grant closures and consolidation
The LFA Procurement Specialist shall undertake all related activities for the orderly closure of
grants and the consolidation of new grants with any existing grant in the same disease area, and
where the performance indicators are similar and only incremental. Specifically,
i) The LFA Procurement Specialist will meet regularly with the PRs and his/her relevant programme
stakeholders to review the closure plan proposed by the PRs to ensure that the plan meets the
guidelines of the Global Fund;
ii) The LFA Procurement Specialist will review the field data collection plan for the closure to be
sure
that the sampling is representative, and will carry out the data quality review of the final closure
report and advise the Team Leader and Coordinator of any missing data before the final
submission of the report to the Global Fund;
iii) The Procurement Specialist will work in collaboration with the Programmatic, M&E and Finance
Professionals, and the Team Leader and Coordinator to review a consolidation plan for two or
more grants in the same disease area to ensure that the consolidation will result in cost
savings, efficiency gains and improved implementation of the programmatic aspects of
the grants;
iv) Perform his/her services as may be agreed to in the particular GF-UNOPS Work Order for
Ethiopia.
Communication with LFA Central Coordinator UNOPS-Geneva
i) The LFA Procurement Specialist shall coordinate his work closely with the LFA Team Leader
and Coordinator in Ethiopia;
ii) S/he shall inform the LFA Team Leader and Coordinator regularly about the work in
progress, any problems that might arise and coordinate closely with the LFA Central
Coordinator methodology of the work;
iii) The Procurement Specialist shall provide the LFA Team Leader and Coordinator with all
necessary information in order for the latter to consult the LFA central Co-ordinator to
provide back-stopping, and quality assurance through document reviews and supervise the
LFA work in country through quality assurance missions;
iv) S/he shall consult and liaise with the LFA Central Coordinator for any specific technical
matters if necessary;
v) Regularly share information on the status of the work in progress and report any relevant
issues to the LFA Team Leader and Coordinator;
vi) Submit all formal written communication, such as reports for the GF first to the LFA Team
Leader and Coordinator for revision;
vii) Inform the Team Leader and Co-ordinator about any constraints that might affect the
successful work of the LFA in country.
Required Selection Criteria
Professionalism: Knowledge of all facets of international procurement, including state-of-the-
art knowledge of procurement and contract principles, techniques, practices, regulations, as well
as current knowledge of broader economic and market perspective. Knowledge of and
experience in cost analysis evaluation techniques, combined with knowledge of administrative
and management principles relevant to the direction of procurement operations of significant
complexity, volume and financial and/or operational impact. Ability to integrate knowledge with
broader strategic, policy and operational objectives. Ability to apply independent judgment and
discretion in advising on and handling major procurement issues and problems. Ability to
negotiate, persuade and influence others to reach agreement on complex and sensitive issues.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets
messages from others and responds appropriately; asks questions to clarify, and exhibits interest
in having two-way communication; tailors language, tone, style and format to match audience;
demonstrates openness in sharing information and keeping people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input
by genuinely valuing others' ideas and Specialistise; is willing to learn from others; places team
agenda before personal agenda; supports and acts in accordance with final group decision, even
when such decisions may not entirely reflect own position; shares credit for team
accomplishments and accepts joint responsibility for team shortcomings.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies;
identifies priority activities and assignments; adjusts priorities as required; allocates appropriate
amount of time and resources for completing work; foresees risks and allows for contingencies
when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers
outputs for which one has responsibility within prescribed time, cost and quality standards;
operates in compliance with organizational regulations and rules; supports subordinates,
provides oversight and takes responsibility for delegated assignments; takes personal
responsibility for his/her own shortcomings and those of the work unit, where applicable.
Creativity: Actively seeks to improve programmes or services; offers new and different options
to solve problems or meet client needs; promotes and persuades others to consider new ideas;
takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in
new ideas and new ways of doing things; is not bound by current thinking or traditional
approaches.
Client Orientation: Considers all those to whom services are provided to be "clients" and seeks
to see things from clients' point of view; establishes and maintains productive partnerships with
clients by gaining their trust and respect; identifies clients' needs and matches them to
appropriate solutions; monitors ongoing developments inside and outside the clients'
environment to keep informed and anticipate problems; keeps clients informed of progress or
setbacks in projects; meets timeline for delivery of products or services to client.
Commitment to Continuous Learning: Keeps abreast of new developments in own
occupation/profession; actively seeks to develop oneself professionally and personally;
contributes to the learning of colleagues and subordinates; shows willingness to learn from
others; seeks feedback to learn and improve.
Technological Awareness: Keeps abreast of available technology; understands applicability and
limitation of technology to the work of the office; actively seeks to apply technology to
appropriate tasks; shows willingness to learn new technology. Experience with PeopleSoft a
distinct advantage.
Managerial Competencies:
Leadership: Serves as a role model that other people want to follow: empowers others to
translate vision into results; is proactive in developing strategies to accomplish objectives;
establishes and maintains relationships with a broad range of people to understand needs and
gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives
for change and improvements; does not accept the status quo; shows the courage to take
unpopular stands. Provides leadership and takes responsibility for incorporating gender
perspectives and ensuring the equal participation of women and men in all areas of work;
demonstrates knowledge of strategies and commitment to the goal of gender balance in
staffing.
Vision: Identifies strategic issues, opportunities and risks; clearly communicates links between
the Organization's strategy and the work unit's goals; generates and communicates broad and
compelling organizational direction, inspiring others to pursue that same direction; conveys
enthusiasm about future possibilities.
Empowering Others: Delegates responsibility, clarifies expectations, and gives staff autonomy in
important areas of their work; encourages others to set challenging goals; holds others
accountable for achieving results related to their area of responsibility; genuinely values all staff
members' inputs; shows appreciation and rewards achievement and effort; involves others
when making decisions that affect them.
Building Trust: Provides an environment in which others can talk and act without fear of
repercussion; manages in a deliberate and predictable way; operates with transparency; has no
hidden agenda; places confidences in colleagues, staff members and clients; gives proper credit
to theirs; follows through on agreed upon actions; treats sensitive or confidential information
appropriately.
Managing Performance: Delegates the appropriate responsibility, accountability and decision-
making authority; makes sure that roles, responsibilities and reporting lines are clear to each
staff member; accurately judges the amount of time and resources needed to accomplish a task
and matches task to skills; monitors progress against milestones and deadlines; regularly
discusses performance and provides feedback and coaching to staff; encourages risk-taking and
supports creativity and initiative; actively supports the development and career aspirations of
staff; appraises performance fairly.
Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the
heart of the problem quickly; gathers relevant information before making a decision; considers
positive and negative impacts of decisions prior to making them; takes decisions with an eye to
the impact on others and on the Organization; proposes a course of action or makes a
recommendation based on all available information; checks assumptions against facts;
determines the actions proposed will satisfy the expressed and underlying needs for the
decision; makes tough decisions when necessary.
Education/Experience/Language
Education: Advanced university degree (Master's degree or equivalent) in Pharmacy-related field complemented by
education and or professional training/experience in Health Management, Logistics and Public Health. A
first-level university degree in combination with qualifying experience may be accepted in lieu of the
advanced university degree.
Experience: At least 5years of experience in managing or advising on the procurement, distribution and supply of
health products, particularly in developing countries (especially Ethiopia and sub-Sahara Africa) and with
specialization in:
Supply and demand issues in the implementation of public health programs;
Experience in assessing policies, systems and structures in the public and or private health sector
that are relevant for managing effective and efficient access to pharmaceuticals and other health
products, particularly for AIDS, TB and focusing on identifying relevant strengths and weaknesses
and on developing action oriented recommendations
A strong understanding of AIDS, TB and malaria market dynamics and existing global supply
challenges as well as international health-products procurement and supply management
processes, applicable national and international laws and recognized standards.
Knowledge of Global Fund operations in the area of procurement will be an advantage.
Language: Fluency in English (both oral and written) is required. Knowledge of another UN official language is an
advantage.
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