Organization: Management
Sciences for Health (MSH)
Project Name: USAID Uganda Health
Supply Chain UHSC Project
Duty Station: Kampala,
Uganda
Reports to: SCMS Global
Program Manager
Management
Sciences for Health (MSH) is an international non-profit health organization
composed of nearly 2500 people from more than 74 nationalities working in over
50 countries. Our mission is to save lives and improve the health of the
world’s poorest and most vulnerable people by closing the gap between knowledge
and action in public health. Together with our partners, we are helping
managers and leaders in developing countries to create stronger management
systems that improve health services for the greatest health impact.
About USAID UHSC Project:
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).
Job Summary: The SCMS
Resident Lead Advisor will mainly oversee the overall in-country leadership and
management of the SCMS project in Uganda. In collaboration with the SCMS
Project Management Office (PMO) and MSH home office, the incumbent will develop
and execute program activities, to include: development of technical strategy;
overall project management; documentation and communications; relationship
management with client(s) and stakeholder(s) and; coordination with other MSH
projects. S/he will both organize and provide in-country technical assistance
as needed. The SCMS Resident Lead Advisor will also be responsible for the SCMS
Uganda budget and 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. Likewise, s/he will supervise and
effectively manage a technical team of local staff. The SCMS Resident Lead
Advisor will also lead and provide technical, strategic, and procurement
operations support to the USAID Uganda mission. She/he will 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 SCMS Resident Lead 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
Uganda Health Supply Chain (UHSC) 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.
Key Duties and Responsibilities:
1.
Project Management and Leadership:
·
Along with the SCMS Project Management Office (PMO)
and MSH HQ, manage ongoing operations.
·
Work closely with other MSH projects in country and
the MSH Country Operations Management Unit (COMU) as needed to ensure
coordination of local administrative activities and optimal operational
support.
·
Ensure the use of appropriate project management
methodologies, where required, to plan, organize and control resources to
achieve specific project goals.
·
Mentor and supervise field office staff by ensuring
they have and understand relevant job descriptions and work plans; conducting
performance reviews at least annually; providing on-going mentoring and
coaching; managing all personnel issues and liaising with PMO and MSH HQ when
needed.
·
Actively participate in staff recruitment as needed.
·
Ensure that staff follows SCMS and MSH SOPs, work
instructions and directives.
·
Plan and oversee SCMS technical transition and
operational closeout.
·
Ensure field office staffing is adequate to
effectively carry out activities.
2.
Project Financial Management:
·
Provide oversight of SCMS project funds in Uganda;
in collaboration with FP&A unit and SCMS PMO, monitor the SCMS Uganda
budget.
·
Ensure that financial oversight is in place to
mitigate financial risk.
·
Ensure all local SCMS expenditures are in compliance
with USAID, MSH and SCMS policies; ensure finance and budgeting procedures are
adhered to and completed in a timely manner.
·
Actively monitor budget implementation and expenditures
on a monthly basis and ensure that expenditures contribute to the
accomplishment of work plan activities.
·
Provide strategic, managerial and technical support
to USG-funded procurements for Uganda
·
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.
·
Offer technical support for quantification and
procurement planning to the Mission, implementing partners supported by USAID,
and other USG partners for whom SCMS procures. Ensure effective processes are
in place to develop specifications and procurement plans
·
Work closely 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.
·
Coordinate with technical staff and relevant
stakeholders in the provision of assistance to build the capacity and
capability of national systems, so as to achieve effective and sustainable
supply chains. Review client procurement requests for eligibility and accuracy,
and lead communications to clarify order specifications as needed
·
Keenly verify and monitor available funding for
orders
·
Review client procurement plans and develop SCMS
twelve-month supply plans and update them on a quarterly basis
·
Send online Price Requests (PRs) and collaborate
with Procurement Unit to ensure the completion of Price Quotations (PQs) and
monitor the order fulfillment process
·
Obtain client approvals on price quotations
·
Ensure compliance with all applicable national and
USG regulations and policies, as well as SCMS Standard Operating Procedures
·
Manage SCMS Uganda procurement staff
·
Backstop the SCMS Uganda procurement team,
conducting procurements when necessary
·
Initiate and manage the SCMS Procurement and Order
Fulfillment Process and related activities
·
Backstop the procurement team, creating PQs and POs,
evaluating bids, and tracking procurement as necessary.
·
Ensure that the SCMS FOMP team manages Price
Requests and Quotations in a timely and efficient manner, in accordance with
FOMP SOPs.
·
Ensure compliance with SCMS Field Office Managed
Procurement (FOMP) SOPs; monitoring of supplier and in-country order
fulfillment; order tracking; customs clearance and freight forwarding; storage
and distribution of products incountry; logistics management information
systems; and pharmaceutical waste management as needed.
4.
In-country Logistics Management:
·
Ensure efficient commodity clearance through the
National Drug Authority (NDA)
·
Establish and manage agreements with Joint Medical
Stores (JMS) and National Medical Stores (NMS)for distribution and warehousing
services
·
Routinely monitor JMS and NMS invoices, expenses and
compliance with contract
·
Work with NMS and JMS to proactively support adherence
to best practices in warehousing and distribution
·
Oversee TO99 process in Uganda; ensure staff are
familiar with process to ensure timely payment of JMS and NMS; be accountable
for monthly TO99 reporting; safeguard MSH resources and interests related to
payments to NMS and JMS.
·
Build and maintain strong working relations with key
SCMS internal and external stakeholders, suppliers and partners. Provide
effective and timely responses to inquiries and concerns.
·
Inform in-country clients about SCMS procurement
procedures and policies
·
Communicate order status reports to clients and
implementing partners
·
Collaborate with the PMO to monitor and report on
client procurement budgets
·
Create and sustain a culture of commitment and accountability
to SCMS clients and project stakeholders
·
Ensure that the field office has a clear strategy
for communicating with clients
·
Actively monitor client satisfaction through
discussions and other means.
6.
Monitoring and Reporting:
·
Send the completion of customer satisfaction surveys
·
Prepare and submit monthly performance reports
·
Monitor and ensure the achievement of SCMS
procurement performance goals
·
Manage the development and execution of SCMS
strategic/supply plans that address client-agreed priorities and outcomes.
·
Assess programmatic risks and implement appropriate
risk management/mitigation strategies.
·
Ensure field office staffing is adequate to effectively
carry out activities.
·
Ensure compliance with SCMS Field Office Managed
Procurement (FOMP) SOPs; monitoring of supplier and in-country order
fulfillment; order tracking; customs clearance and freight forwarding; storage
and distribution of products incountry; logistics management information
systems; and pharmaceutical waste management as needed.
Qualifications, Skills and
Experience:
·
The applicant should hold an advanced degree in
procurement, supply chain management, business administration, public health,
or equivalent field is required
·
Possession of a Bachelors’ degree in Pharmacy is desirable
·
A minimum of five years of procurement and/or
pharmaceutical management experience, including supervisory or equivalent
leadership/management experience
·
Significant experience in logistics/supply chain
management and/public health commodities, especially HIV/AIDS and laboratory
commodities
·
Proven ability in procurement and demonstrated
ability to monitor and project commodity requirements at NMS and JMS
·
Prior 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
desirable
·
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
All suitably
qualified and interested candidates who wish to join the Management Sciences
for Health in the aforementioned capacity are encouraged to Apply Online by
clicking on the link below.
Deadline: 6th November, 2015
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