Location : Harare, ZIMBABWE
Application Deadline : 20-Aug-20 (Midnight New York, USA)
Type of Contract : Individual Contract
Post Level : International Consultant
Languages Required : English
Starting Date : (date when the selected candidate is expected to start) 15-Sep-2020
Duration of Initial Contract : 30 Working Days
Expected Duration of Assignment : 15 September -15 December 2020
UNDP is a key partner to the Global Fund (GF) in the fight against HIV/AIDS, and in Zimbabwe the UN agency assuming the role of Principal Recipient (PR) of Global Fund HIV/AIDS grants. In its role as PR for the HIV grant, UNDP responsibilities include ensuring quality financial management, accountability, transparency, timely procurement of supplies, and efficient monitoring of service delivery. Implementation of the grants is done through Sub-Recipients (SRs); UNDPs responsibilities include oversight and capacity strengthening of these SRs. Also, since 2015, UNDP has been providing Fund Administrator (FA) Support Services to the Ministry of Health and Child Care (MoHCC), the PR for the Malaria and Tuberculosis (TB) grants in Zimbabwe.
Procurement and Supply Management (PSM) of health products represent a major portion of the budget and expenditure of the Global Fund grants. As the PR for the HIV grant, UNDP’s responsibilities include the proper storage and distribution of the health products procured using the grant resources. In partnership with the MOHCC, UNDP has sub-contracted the National Pharmaceutical Company (NatPharm) as a SR for the storage and distribution of all health products procured with Global Fund grant resources in the Country.
Over the past decade, UNDP/Global Fund, USAID, UNFPA, UNICEF and other Health Development Partners (HDPs) in Zimbabwe have made significant contributions to strengthen the supply chain system and its management. Among the numerous investments made include construction of warehouses, installation of cold rooms, renovation/construction of storages spaces at selected health facilities, provision of fleet of trucks to support distribution of health products, roll out of eLMIS, support to the Zimbabwe Assisted Push System (ZAPS), provision of solar systems and Technical Assistance (TA), among others.
Increasing National Need of Health Products
The national health system is expanding its coverage of health services and there is increasing demand for care by the growing population, the population was 7.409 million (1980); 11.88 million (2000) and 14.86 (2020) according to World Bank Statistics. Consequently, the range and volume of health products to be procured, stored and distributed to health facilities are continually increasing. Apart from HIV, TB and Malaria, the RMNCAH-N Programme deals with large volumes of medical commodities, including medicines, contraceptives, supplies and consumables, which require storage, handling and distribution capacity at all levels.??
In the past number of years NatPharm operations have undergone several reviews, assessments and audits; these have looked specifically at its functions regarding storage, inventory management, distribution, record keeping and other operations practices. The assessments have identified a number of challenges; short, medium and long-term strategies have been identified to decongest the warehouses, increase rack utilization and improve efficiency. Three new modern warehouses are either under construction or have been completed as part efforts to increase storage space and improve conditions at NatPharm.
Despite the progress made, there are still several challenges, including inadequate storage spaces at all levels. The last assessment of storage requirements was conducted in 2013.? The 2019 audits of UNDP Office of Audit and Investigations (OAI) and the Global Fund Office of the Inspector General (OIG) recommended the need for a study to determine the actual current and projected future storage requirements of NatPharm. UNDP is, therefore, seeking the services of a consultant or consulting firm to undertake an assignment to determine the total storage space required of NatPharm at the two Regional and 4 branches in the country, with a 10 to 20-year time horizon.
NatPharm Supply Chain Management System in Zimbabwe
NatPharm is a parastatal government agency responsible for storage and distribution of all health products, both government and donor supported. The NatPharm warehousing infrastructure consists of two Regional Stores (Harare and Bulawayo) and four Branches (Masvingo, Mutare, Gweru and Chinhoyi). In addition, third party warehouses located in Harare serve as the National Receiving & Transit center for the large majority of incoming health product consignments.
In Harare, NatPharm operates its own facility of appx. 7,000m2, as well as two third-party warehouses with a total of 12-14,000m2. The construction of a new warehouse, with support from the People’s Republic of China, of appx. 10,000m2 is currently underway, with estimated completion August 2021. Details of current storage facilities, capacity, etc. for all branches will be provided as part of the preparation of the in-country mission.
Given challenges particular to the Harare Regional Store, a Warehouse Optimization exercise to ensure operational improvements started in January 2020 and is ongoing.
However, given the expectation of an increasing number and volume of products to be handled by the system in the coming years, it is now considered timely to undertake a comprehensive assessment, and determination, of the actual total warehousing and transport needs of the entire NatPharm system, with a 10 to 20-year time horizon.??
Assess the needs, determine the requirements, and make practical and feasible recommendations in a costed, time-bound plan to meet the needs and requirements for warehousing space by NatPharm over the next 10-20 years.
Duties and Responsibilities
Scope of Work
Under the overall guidance and direct supervision of the PSM Specialist of the UNDP PMU, and in close collaboration with the NatPharm Management team, the Consultant is expected to:
- Determine the warehouse space requirements and lay-out for each of the two Regional and each of the four Branch stores.
- Determine the racking and other infrastructure needs in the warehouses
- Determine the (handling and other) equipment needs for each warehouse
- Provide sketch drawings for each warehouse and compound, taking into consideration a) interior spaces, designated areas for particular purposes (e.g. quarantined products), use of handling equipment and b) exterior spaces, vehicle movement, loading/off-loading areas/canopies, parking, waste disposal, fuel storage, etc.
- Produce an Estimated cost and generic specifications for the warehouse equipment required, racking, shelving, lift trucks, hand trucks and other equipment, which will become part of the project’s Logistics Master Plan
- If the estimated future storage requirement significantly exceeds the actual capacity of the existing buildings, or if the existing buildings are ill-suited, the consultant will make recommendations in the form of sketches on how the building(s) might be modified or extended to provide the required space. These should be accompanied by the associated costs
- Prioritize the recommendations into short(3-5years), medium (6-10 years) and long term(10-20years) so that it guides the master plan
The analysis should consider, at a minimum, the following factors and clearly lay out the impact of these factors on the recommendations and plan proposed. Sensitivity analysis should be done, as and if needed:
- The current guidelines for stock holding
- The current distribution system for health products (ZiLaCoD, ZAPS, ZADS, etc.)
- Frequency of re-supply (currently 3-monthly delivery cycle). Alternative re-supply scenarios (e.g. monthly or bimonthly) should be considered based on industry best practices
- The impact of direct delivery (i.e. from supplier) to branches
- The country entry points (borders and airports) and possibility of having one or more additional main receiving points
- The geographical locations of delivery points, i.e. the health care facilities and warehouses served
- Number and types of SKUs (bulk, palletized, small volumes, specialist (e.g. cold chain, etc.)
- Volumes currently processed through regional stores and branches
- Projections of the total needs and volumes of health products to be stored and distributed over the next 10 to 20 years
- Minimum and maximum storage volumes by SKU
- Quantification assumptions and their impact on the storage space needed.
- Procurement cycle and lead times
- Consider the requirements for storage of LLINs for regular distributions
Deliverables and timelines:
The duration of this assignment is expected to be 30 Working Days within an overall period of 3 months with the following deliverables:?
Pre-field work (remote) preparation
- 3 workdays pre-field work
Work plan for field work
- Within 4 days of commencement of work on-site/in-country
Final Report, covering all aspects of the SOW
- Within 2 weeks of end of field work
Institutional and other Arrangements
- The consultant must be able to travel to and work in Zimbabwe if International Consultant. Travel and other restrictions (by Government and/or UNDP) related to the Covid-19 pandemic may limit the consultant’s ability to travel and to hold in-person meetings. The impact of this on the successful conduct of the assignment will be discussed and determined at the outset of the assignment and as/if the situation evolves.
- The contractor will work directly under the supervision of the PSM Specialist, GF PMU
- The consultant will work directly, on a day to day, basis with the NatPharm Operation Director, and other staff at both Head Office and the Branches.
- NatPharm management will avail all relevant documents at the disposal of NatPharm for the successful conduct of the assignment to the Consultant. For all other documents available from other Government entities, the Consultant will follow up and obtain these documents
- NatPharm will issue a letter of introduction to the Consultant to facilitate their work and access to offices
- A set of relevant assessments, and other reports and documentation, will be provided prior to the in-country mission as part of mission preparation
- Support will be provided for the Consultant to visit all relevant storage points, select health facilities if needed, meet with partners and stakeholders, gather whatever data and information is available and needed – to perform the required analysis
- UNDP will provide transport for in-country travel. UNDP will provide guidance and assistance where needed or helpful.
Schedule of payments
Upon NatPharm review and UNDP satisfactory certificate, payment will be made as follows:
Inception report and Workplan: 10%
Presentation and Draft repot: 30%
Presentation and Final report: 60%
- Demonstrates integrity by modeling the UN’s values and ethical standards.
- Promotes the vision, mission, and strategic goals of UNDP
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Treats all people fairly without favoritism.
- Strategic Operations planning;
- Strong project management and analytical skills
- Ability to synthesize and summarize results,
- Ability to work under pressure and on budget,
- Demonstrates results orientation and focus on practical and feasible solutions.
- Develop and maintain effective work relationships with clients, donors and other stakeholders.
- Ability to plan work in a collaborative manner and to manage priorities
- Works collaboratively with colleagues to achieve the goals of the project and in accordance with UNDP shared goals
Required Skills and Experience
Qualifications of the Successful Contractor
- Degree in one of the following, or other relevant field: Supply Chain Management, Operations, Logistic and Warehousing; Business
- Desirable: certification in project management and/or supply-chain -recognized certifications
- Proven track record of at least 7 years in successful design and implementation of projects involving warehouse management strengthening. This includes demonstrating past work deployment of a system in at least two (2) developing or Global Fund eligible funding countries.
- Proven experience in optimization of pharmaceutical supply chain systems
- Expert knowledge of pharmaceutical management in the public-sector setting is essential.
- Experience with UN, UNDP or Global Fund health supply chain products, procurement and procedures highly desirable
- Demonstrated in-depth understanding of cross-cutting issues in health service delivery beyond supply chain management.
- Full working knowledge of English is required.
Application Submission Process:
Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all docs in one file):
Personal History Form (P11), indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references (the template can be downloaded from this link:
Technical Proposal indicating prosed approach to the assignment
Step 2: Submission of Financial Proposal
Applicants are instructed to upload their financial proposals using the Letter to UNDP Confirming Interest and Availability indicating an all-inclusive daily rate in USD using the financial proposal template available on the attached documents
The term ‘all-inclusive” implies that all costs (monthly professional fees, travel related expenses if applicable, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal
ANNEX 2 – INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS is provided here:
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.