The Global Fund
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.
Within the Supply Operations Department, (SO) the Indirect Sourcing team performs critical procurement functions in delivering commodities and services in close collaboration with Department and Divisions across the Secretariat. These include but are not limited to IT equipment and services, Facility and Financial Services, Employee Services, and Professional Services, with annual spend estimated at more than USD500Mio, and significant degree of complexity driven by the vast portfolio of services required by the organization and highly fragmented vendor base.
Under the supervision of the Specialist, Vendor Management & Process Optimization (VM & PO), the Associate will play a key role in supporting the Specialist VM & PO on behalf of the Indirect team in the following transformation activities.
- Project management, development and implementation of a strengthened vendor management and process optimization approach and management system to achieve best value for money outcome.
- Vendor management & process improvement activities across the end-to-end Indirect process ensuring that the various improvements are reflected within the overall Indirect Communication Plan.
- Facilitation, maintenance of the Secretariat’s Opex/SI/PF spend reporting and any associated actions/initiatives in relation to same.
- Transformation of indirect procurement through the development and implementation of innovative and effective strategies to optimize & digitize the end-to-end indirect procurement processes, working closely with Finance, IT, Risk, Legal and key stakeholders from other departments.
- Continuous improvement of various efforts around the end-to-end process and development and improvement of the Procurement Framework (Policy, Regulations & Procedures)
- Review and revisions of the Global Fund Procurement Framework of Policy, Regulations & Procedures, continuous improvement of the Indirect procurement processes, the procurement eLearning and other knowledge-based platforms such as the iLearn and Procurement Inside Page, and work closely with IT on regular enhancements & projects related to procurement systems such as Fusion, Tableau, etc.
Key Responsibilities
Vendor Management
The incumbent will assist in creating a framework, approach, and methodology for managing third-party vendors who provide services to the Secretariat under Opex, SI, and Grant mandated fundings. They will work alongside internal stakeholders who receive these services, as well as key stakeholders from legal, risk, IT, and finance, to implement the vendor management approach.
The incumbent must ensure close alignment with the existing Procurement Framework, including Policy, Regulations, and Procedures, to optimize value from key vendors, mitigate risks, and optimize processes.
In addition, the individual in this position will support the coordination, approach, and process for managing, monitoring, and reporting on vendor performance for future decision making. They will also provide advisory support to the relevant departments and divisions.
The incumbent will support the VM&PO Specialist across the below activities:
- Establishing a governance framework for senior-level Steerco.
- Creating and executing a vendor management framework that includes a formalized operational approach to manage critical vendor relationships, ensuring that proper due diligence, risk mitigation, and performance standards are met.
- Collaborating with internal stakeholders and business owners responsible for vendor/contract management to align and implement performance metrics, tracking, and reporting.
- Developing an approach, methodology, toolset, and templates to facilitate end-to-end vendor management.
- Integrating vendor management approach into the Procurement Framework (Policy, Regulations, and Procedures).
- Ensuring vendor management is integrated with the Category management approach.
- Reporting on the usage of approved and non-approved vendors for controlled spend and associated performance reporting.
- Developing and providing documentation for internal stakeholders responsible for managing critical vendors.
- Benchmarking vendor and category management approach against external sources for continuous improvement.
- Providing regular management reports on key statistics, challenges, improvement opportunities, performance metrics (KPIs/SLAs), and risk profile.
- Developing and managing training courses (e.g., iLearn) on vendor management methodologies and processes.
- Maintaining the learning platform with IT support and ensuring regular content updates.
Process Optimization
Aligned with the requirements as determined within the Procurement Framework the incumbent will support the analysis, measurement, efficiency and continuous improvement of the indirect procurement processes.
The incumbent will support the Specialist, VM&PO and work closely with the key stakeholders across the Secretariat involved in the end-to-end Procurement process to streamline, simplify and automate the processes, maximizing the investments in system and solutions.
The incumbent will be support the VM&PO Specialist in:
- Simplifying and eliminating non-value adding activities.
- Automating and digitizing internal and external procurement and vendor management processes.
- Measuring and reporting on the end-to-end lead time of procurement processes, such as competitive/non-competitive bidding and sole source.
- Optimizing and streamlining existing processes by maximizing investments in system solutions such as Fusion, Workday, Salesforce, etc.
- Ensuring the Vendor Management Framework is fit for purpose, balancing Procurement Policy principles (e.g., value for money, transparency) against stakeholder requirements (efficient and effective processes).
- Benchmarking processes against external organizations and introducing innovative, simplified, and effective solutions where applicable.
- Introducing new, innovative ways of working and collaborating with strategic vendors.
- Collaborating with internal stakeholders (IT, Legal, Finance, etc.) to gain buy-in for proposed processes and supporting activities related to Performance and Accountability (P&A) and COSO
Subject to change by the Executive Director at any time at their sole discretion.
Qualifications
Essential:
- Bachelor degree or above in project management, supply chain management, business, or similar.
Desirable:
- Certification in Project Management.
- Relevant courses or certification in vendor and supplier relationship management.
Experience
Essential:
- Relevant experience in project management, ideally in the area of procurement and supply Chain management.
Desirable:
- Experience supporting development and implementation of a vendor management approach either at the department or organization level is highly desirable.
- Demonstrated experience in process driven environment with focus on continuous improvement; experience in implementing process improvement methodologies, and automation & digitization of procurement & supply chain processes
- Relevant experience in Project Management, Change Management and Stakeholder Management.
Competencies
Languages:
An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset [to be amended as per job requirements].
Functional Competencies:
- Procurement and Supply Chain (level 2)
- IT (level 2)
- Finance (level 2)
- Due diligence (level 2)
- Analytical (level 2)
- Negotiations (level 1)
- Risk (level 1)
Other Competencies:
- Strong relationship management skills and ability to interact and communicate at all levels
- Strong organization skills
- Strong coordination skills across different stakeholder groups
- Proven ability to work in a multicultural, diverse environment.
- Self motivated and driven to achieve results
- Advanced knowledge and application of excel, PowerPoint and project management tools
- Risk management understanding within the context of Procurement and Supply Chain mgmt.
The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.
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
31 January 2024
To apply for this job please visit theglobalfund.wd1.myworkdayjobs.com.