Procurement and Supplies Management (PSM) & Logistics Associate, Harare at UNDP Zimbabwe

Duties and Responsibilities

The PSM & Logistics Associate will be responsible for the following functions: Ensure the logistical services necessary for importation of goods are organized, timely and well documented.
Prepare and update the delivery schedules of all commodities that are in the procurement plan for both health and non-health products.
Collect, review and analyze shipment documents from suppliers for completeness in line with national requirements for importation of goods and other health products.
Facilitate the importation of products procured by UNDP or through UNDP contracted vendors by providing to UNDP freight forwarders, custom clearing agents etc. all documents necessary for shipping goods into the country and clearing from the port of entry.
Provide greenlight for shipment to commence taking into consideration the nature of the product, the mode of transport and ensure that all necessary documents are available at the time of greenlight to ensure timely clearance from the port of entry.
Track the process of importation of goods from the time the documents for shipping are requested by the supplier to the time the goods are received at the final destination.

Ensure that all goods purchased by UNDP are appropriately stored and well recorded.
Prepare and execute the logistics of receiving products at NatPharm, WFP and other warehouses as well as the final beneficiary.
Ensure that all deliveries and reception of products into the country or being distributed by within the country are accompanied by the appropriate documentation and validated by proof of delivery.
Ensure the review of all proof of deliveries to ensure that products received are in accordance with specifications and quantity and that any discrepancies are flagged and properly addressed by the supplier.
File and update the proof of deliveries as often as they are obtained.
Prepare quarterly report of logistics activities reports submitted to UNDP by stakeholders.
Review all reports from sub recipients (WFP,NATPHARM etc) to ensure the accuracy of information provided by partners.
Collects data loggers used during transportation of health products as appropriate and monitor temperature recording as per contractual agreements and according to SOPs.
Work in close coordination with SRs and other PRs for the delivery of products at the NatPharm warehouses and at WFP warehouses as per the procedures with adequate documentation.
Ensure that a system exists for tracking all commodities received into the country to facilitate product tracing and recall.
Maintaining electronic and hardcopy files and records to ensure proper documentation for all products received into the country.
Develop, use and update regularly tracking tool to track all products ordered and received in the country by tracking details of the PO as well as details of the receipt record of the warehouse to ensuring that they are in alignment.
Review the procurement overview from GFPHST and PSO teams as well as any other procurement agency outside UNDP to ensure that the procurement overviews are properly captured and complete.
Pro-actively report and update on procurement status and spent analysis of products as captured in all procurement plans.

Collaboration with PMU colleagues
Work with PSM team members to ensure that all procurements have the correct incoterm captured in the PO/Contract for the type of goods ordered.
Ensure that all requests to facilitate products ordered by UNDP vendors are in respect of the incoterms.
Work closely with asset management team to ensure the accuracy of inventory held at WFP and NatPharm.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results
Supports development of communications (print, video) highlighting key programme achievements, dissemination of best practices, and lessons learn and contributes to information sharing with the NAC, MoHCC, implementing partners.
Sounds contributions to knowledge networks and communities of practice.
Identifies and formulate lessons learned and document best practices from evaluations and studies to be integrated into project reports; and
Organization of trainings for the operations/ projects staff on procurement logistics.