Associate Specialist, Procurement Transaction Management – GL C – Temporary until December 2024
The Global Fund aims to accelerate the end of AIDS, tuberculosis (TB) and malaria as epidemics. We invest more than US$4 billion a year to support programs run by local experts in countries and communities most in need. Since 2020, through the COVID-19 Response Mechanism (C19RM), additional funding has been made available to support countries to mitigate the impact of COVID-19. As part of our mandate to fight the three diseases and increase access to quality-assured health products and services at affordable and sustainable prices, the Global Fund plays a leading role in global markets for medicines and technologies that prevent, diagnose, and treat HIV, Tuberculosis and Malaria. Every year, more than half of the Global Fund’s investments is used to procure key health products, ensuring they are available to those who need them most. The Global Fund’s Supply Operations Department, in collaboration across the Global Fund Secretariat, is responsible for the overall management of sourcing, procurement, quality assurance and supply chain related matters, including strategy formulation and implementation, development of policy guidelines and ensure compliances, drive innovation, sustainability agenda and new product introduction, and importantly support country capacity building contributing to a more resilient and agile national health care supply chain. To implement the Global Fund’s 2023-2028 Strategy, Supply Operations has recently introduced a new operating model, aiming to achieve accelerated value contributions to the communities and people we serve more effectively and efficiently. The Planning & Procurement team will lead end-to-end health product planning, and delivery of Principal Recipients’ health product demand through the Pooled Procurement Mechanism (PPM), across the Global Fund Secretariat to ensure that quality assured health products are procured and delivered to all countries supported by the Global Fund in an efficient and effective manner that will translate to significantly shorter delivery and financial cycle times, as well as supporting the speedier uptake at scale of optimal products. The Planning and Procurement teams will also provide a second line functional role on procurement, such as policy advisor, monitoring and oversight, across the Global Fund grant portfolio and play a coordination role related to policy advice, communication and capability building. The team operationalizes the supply of USD 2 billion health and non-health products through the (PPM) to 181 grants in 84 countries, that represents at least 50% of the total spend on health products and more than one third of the total Global Fund disbursements. These countries include amongst them both the largest mission critical countries as well as the smaller countries with some of the most challenging operating environments. In addition to the grant spend, the team is operationalizing a procurement option for non-grant funds which is a key strategic intervention to support countries achieve their co-financing requirements before and during transition away from Global Fund financing. As part of the Procurement Management function, the Procurement Management Team is responsible for delivering added value and risk mitigating measures at the grant level in the end-to-end management of delivery of demand through the PPM/Wambo, including the user onboarding of Principal Recipients (PR) and other buyers, ensuring efficient workflows and compliance with governance requirements, managing exceptions and incidents, and driving standardization and simplification whenever possible. The team is responsible for managing relationships with the PRs of Global Fund grants using the PPM in close coordination with Health Product Managers and Country Teams within the Grant Management Division (GMD), as well as Supply Chain Specialists within the Supply Chain team. Under the supervision of Specialist, Procurement Management the Associate Specialist, Procurement Management will, for their assigned region, be responsible for:
- Managing the portfolio of countries and PRs using the PPM (grant and non-grant funding)
- Executing the procure-to-pay activities including compliant creation and approval of purchase request and correct utilization of the Global Fund processes and systems.
- Working with the PRs to realize the value outcomes for grants as per the Direct Sourcing interventions through ensuring the timely conversion of demand and quality requisitions.
- Working with the PRs at the grant level to identify and implement performance improvements to reduce country related bottlenecks.
Key Responsibilities
Transaction management
- Ensures compliance of PR orders with applicable organisational policies including the PPM OPN
- Ensures good quality PR requisitions are received in time and managed efficiently and compliantly to meet forecasted volumes and deliver maximum value to the grant and the organization
- Manages the country team and PR-interface for respective geography to ensure responsiveness to grant implementation needs and delivering value to the grant and the organisation
- Monitors and manages transaction exceptions and outliers
- Escalates incidents to the Procurement Transaction Management Manager
Customer service
- Ensure the delivery of excellent customer service including through the outsourced Procurement Services Agents and their teams.
- Serves as focal point for PR contact triaging queries, comments and concern for direct action or referral
- Coordinates customer responsiveness and outreach with key stakeholders in GMD and Supply Chain to best address the needs and concerns of the PRs
- Contributes to the identification of system and process efficiency gains and opportunities to inform future system development
- Monitors and manages end-to-end performance for countries and grants including SLAs, internal and external efficiency customer satisfaction
PSA management
- Advises the Procurement Transaction Management manager of any concerns related to Procurement Service Agent (PSA) performance
Category management support
- Responsible for delivering the volume metric of the savings calculation (Savings = unit price reduction x volume)
- Implements product-specific and other value opportunities including specification standardisation and supply chain optimisation that can be implemented through transaction management (demand management and screening of requisitions)
- Provides demand information to enable the development of annual category demand forecasts; quarterly PO forecasts and annual financial commitments to suppliers
- Operationalises product-specific and other identified value opportunities including those negotiated in the category strategies or to support supply chain efficiencies
Demand management
- Fully manages the demand for grants in the allocated portfolio
- Proactively manages demand and analytics to monitor volume and requisition-submission timing challenges and opportunities
- Owns and manages the inter-team and inter-divisional demand management process to meet the needs of efficient and effective sourcing and grant implementation
End-to-end alignment and efficiencies
- Supports alignment across strategic sourcing, supply chain and PR Services
- Supports country engagement to promote Global Fund Planning and Procurement Transaction Management integrated strategy
- Identifies opportunities and needs for Supply Chain Team to support realisation of sourcing value that is operationalised in and/or benefits the international or national legs of the supply chain
- Identifies opportunities for supply chain team to strengthen demand and order management
- Observes and captures good practices for order management for building in-country procurement capacities
Subject to change by the Executive Director at any time at his/her sole discretion.
Qualifications
Essential:
- Degree in health, science or business field, ideally associated with business administration or financial qualification
Experience
Essential:
- Extensive experience in public/ private health product sourcing and procurement activities
Desirable:
- Relevant demand-side experience in grant-recipient countries
Competencies
Languages:
- Excellent knowledge of English (for all geographies)
- Excellent knowledge of French (geography – HIA-1)
- Excellent knowledge of Spanish (geography-AELAC)
Functional Competencies:
- Analytical (level 2)
- Business (Level 2)
- Country context (Level 3)
- Finance (Level 1)
- Geopolitical Awareness (Level 2)
- Multicultural Understanding (Level 2)
- Negotiations (Level 2)
- Operational Policy (Level 2)
- Procurement & Supply Chain (Level 2)
Organizational Competencies:
- Global Fund awareness and mind-set (Level 2)
- Service orientation (Level 2)
- Drive for results (Level 2)
- Collaboration (Level 2)
- Interaction (Level 2)
- Adaptability (Level 2)
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Explore our vacancies and apply on the Global Fund Careers recruitment system.
More information on working at the Global Fund is available on the Careers section of our main website.
Job Posting End Date
30 July 2023
