Associate Supply Officer
Job Details
Full Job Description
Hardship Level
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular Assignment
Remote work accepted
Target Start Date
Job Posting End Date
Standard Job Description
Associate Supply Officer
Organizational Setting and
Work Relationships
The Associate Supply Officer supports all
activities pertaining to the supply chain function including planning,
sourcing, transport, shipping, customs clearance and warehousing
management within the Area of Responsibility (AoR). The position may
be located at Headquarters (within DESS), in a Regional Bureau or in a
Country Office.
The incumbent is normally supervised by the
(Senior) Supply Officer or other senior staff with supply oversight
function who defines the objectives and provides general guidance.
S/he will also refer to UNHCR manuals and relevant policy papers. The
incumbent normally supervises some staff and/or AWF.
In Bureaus
and country operations s/he maintains regular contacts on working
level with other UN agencies, UNHCR Partners, NGOs, government
partners and commercial contractors in the area of
operation.
S/he will support effective supply chain that
enables the office to meet the needs of persons of concerns as well as
timely delivery of quality goods and services to persons of concern.
Further, the incumbent will assist in the maintenance of a supply
chain infrastructure that is robust and flexible enough to accommodate
the needs of the operation and that enables timely emergency
responses, along with effective partners to support supply
activities.
The Associate Supply Officer maintains impartial,
ethical and customer-oriented relations with suppliers and Partner
organizations; exchanges information with counterparts in other UN
agencies, and International Organisations within the limits
established by UN /UNHCR Procurements Rules and assists with joint
procurement actions if, as and whenever necessary.
The
incumbent will support the coordination of the delivery of assistance
from the regional warehouse, if applicable. S/he will liaise with SMS
staff who manage the Global Stockpiles and who manage the Global Asset
and Fleet Management, if and as required and if
applicable.
All UNHCR staff members are accountable to
perform their duties as reflected in their job description. They do so
within their delegated authorities, in line with the regulatory
framework of UNHCR which includes the UN Charter, UN Staff Regulations
and Rules, UNHCR Policies and Administrative Instructions as well as
relevant accountability frameworks. In addition, staff members are
required to discharge their responsibilities in a manner consistent
with the core, functional, cross-functional and managerial
competencies and UNHCR's core values of professionalism, integrity and
respect for diversity.
Duties
- Support all activities
pertaining to the supply chain function including planning, sourcing,
transport, shipping, customs clearance, warehousing, asset and fleet
management, as applicable.
- Support the procurement process to
ensure timely, cost-effective and adequate delivery of commodities and
services to support operational needs.
- Identify partners for
supply chain projects based on objectives, priorities, strengths and
resources of the UNHCR Partner and/or contractor, according to
criteria consistent with UNHCR rules and regulations.
- Develop
relevant contacts and build constructive relations with UN agencies,
UNHCR Partners, government authorities and other partners as
applicable.
- Ensure accurate and comprehensive records on supply
activities and provide timely reports and updates both periodically
and on request.
- Manage the vendor related processes including
identification, assessment and selection of vendors based on their
capability for delivering commodities and services. Ensure vendor and
item master databases are up to date.
- Oversee tender processes
and manage the preparation of proposals for award of contracts to the
relevant CoCs.
- Ensure the quality standards for commodities and
services are respected by vendors in relation to the needs of the
location and tender/purchase specifications.
- Prepare plans for
delivery of relief and other non-food items according to the
operational needs and regularly update the information in UNHCR IT
systems.
- Apply UNHCR's sourcing and procurement strategy when
planning for purchase of important commodities and services.
-
Ensure timely customs clearance of consignments and establishment &
maintenance of warehousing according to "best practices" and UNHCR
rules and regulations.
- Manage an efficient system for the
release, and redeployment of goods.
- Oversee and coordinate as
required the release and transportation and of relief and other
non-food items.
- Monitor the quality and accuracy of supply chain
related data in relevant business systems. Compile and analyse
statistical information, identify trends and developments in supply
chain related matters that will assist in decision making
-
Implement supply operations based on interpretations of the situation
and conclusions to how the operation can be best implemented.
-
Resolve difficulties in the local supply chain by finding solutions to
problems and bottlenecks, and provide regular reports on supply chain
activities, the status of requests and the availability of items in
the supply chain.
- Disseminate, promote commitment to and monitor
compliance with UNHCR's global policies, standards and guidance on
supply chain management.
- Support effective information flow
in the supply chain and adapt process and documents to the prevailing
environment.
In the Regional Bureaux:
- Support Country
Operations in implementing supply operations based on interpretations
of the situation and conclusions to how the operation can be best
implemented particularly in emergency context.
- Assist country
operations achieving full compliance with rules & regulations in all
supply activities.
- Track the progress of specific periodic
operations and provide guidance that ensures timely
implementation.
- Facilitate training of supply staff and assist
in coaching and advising individuals or Supply teams as
requested.
- Track global Supply KPIs for the region and devise
regional ones as required.
- Monitor all periodic Supply exercises
such as monthly reconciliations, quarterly physical inventory
exercises, and year-end accounts closure procedures and ensure that
they are implemented throughout the region and provide relevant
reports to senior managers.
- Support the analysis of country
financial reports and work with the Country Operations Supply Team
leaders to address red areas relating to Supply aspects of
operations.
- Support the country needs assessment plans and
assist in combining them into regional procurement plans and monitor
their timely implementation and changes based on operational
needs.
In the Country Operations:
- Adapt standard supply
chain structures to the local environment that are consistent with the
operational needs.
- Assist the office should they need additional
office space or extensions to their office leases, lease hold
improvements or other construction. Carry out the procurement aspect
of the establishment of office leases or extensions.
- Assist in
the coordination with CBI stakeholders the design and implementation
of the market assessment and market monitoring to determine if CBI is
option. Carry out the procurement action to contract Financial Service
Providers (FSP).
- Support the establishment and maintenance of an
efficient and skilled workforce that is capable of supporting on-going
operations.
- Support the identification of partners for supply
chain projects based on objectives, priorities, strengths and
resources of the Partner and/or contractor, according to criteria
consistent with UNHCR rules and regulations.
- Implement effective
asset and fleet management that regularly monitors the asset/fleet
pool, increases efficiency safeguards the investment of the
organisation.
- Support the coordination activities of Partners
and/or contractors performing supply related activities, and ensure
that they understand and adhere to relevant UNHCR rules and
procedures.
- Maintain an up-to-date overview of the location's
supply chain capacity and preparedness, as well as, that of its
partners to ensure that adequate capacity exist also to cover
emergencies.
- Depending on the size of the operation act as
ex-officio in the LCC Review and clear procurement cases for the
relevant procurement authority.
- Support the identification
and management of risks and seek to seize opportunities impacting
objectives in the area of responsibility. Ensure decision making in
risk based in the functional area of work. Raise risks, issues and
concerns to a supervisor or to relevant functional colleague(s).
-
Perform other related duties as required.
Minimum
Qualifications
Education & Professional Work Experience
Years
of Experience / Degree Level
For P2/NOB - 3 years relevant
experience with Undergraduate degree; or 2 years relevant experience
with Graduate degree; or 1 year relevant experience with Doctorate
degree
Field(s) of Education
Supply Chain Management;
Business Administration; International Commerce; Engineering;
or
other relevant field.
Certificates and/or
Licenses
Certificate from Chartered Institute of Purchasing &
Supplies, e.g. CFIPS, CMIPS, MCIPS;
(Certificates and Licenses
marked with an asterisk* are essential)
Relevant Job
Experience
Essential
Proficient knowledge of logistics/supply
systems with proven experience at previous work positions, preferably
UN. Good working knowledge and experience in handling contract issues
in the context of UN policies and standards. Experience in contract
negotiations; ability to provide technical guidance to subordinate
staff; ability to plan and organise work assignments, often under
close deadlines. Proven ability to deal with multiple tasks with
speed, in a courteous and service oriented
manner.
Desirable
Database management skills and experience
and working knowledge of ERP systems, ideally of UNHCR's MSRP Supply
Chain Module would be an advantage. Strong interpersonal and
negotiation skills to deal with persons of different cultural and
educational backgrounds. Technical knowledge of types of services,
supplies and goods purchased by UNHCR for Headquarters, Regional and
Field Offices would be an advantage. Relevant training, such as CIPS,
or other public procurement trainings. Knowledge of UN and UNHCR
Financial Regulations and Rules relating to procurement and UNHCR
Chapter 8. Aviation services knowledge for movements of
goods/passengers. Proven ability to manage a team.
Functional
Skills
SC-PeopleSoft Supply Chain Management
SC-Supply
Planning
SC-Warehouse Management
SC-Asset
Management
SC-Fleet Management
UN-UN/UNHCR Administrative
Rules, Regulations and Procedures
SC-UN/UNHCR Procurement Rules
and Procedures
IT-Computer Literacy
SC-Customs
clearance
SC-Logistics
(Functional Skills marked with an
asterisk* are essential)
Language Requirements
For
International Professional and Field Service jobs: Knowledge of
English and UN working language of the duty station if not
English.
For National Professional jobs: Knowledge of English and
UN working language of the duty station if not English and local
language.
For General Service jobs: Knowledge of English and/or UN
working language of the duty station if not English.
All
UNHCR workforce members must individually and collectively, contribute
towards a working environment where each person feels safe, and
empowered to perform their duties. This includes by demonstrating no
tolerance for sexual exploitation and abuse, harassment including
sexual harassment, sexism, gender inequality, discrimination and abuse
of power.
As individuals and as managers, all must be
proactive in preventing and responding to inappropriate conduct,
support ongoing dialogue on these matters and speaking up and seeking
guidance and support from relevant UNHCR resources when these issues
arise.
This is a Standard Job Description for all UNHCR jobs
with this job title and grade level. The Operational Context may
contain additional essential and/or desirable qualifications relating
to the specific operation and/or position. Any such requirements are
incorporated by reference in this Job Description and will be
considered for the screening, shortlisting and selection of
candidates.
Desired Candidate Profile
The incumbent will play a vital role in ensuring the smooth functioning of supply chain activities within the SO Arua AoR. This involves collaborating with internal and external stakeholders, providing technical guidance on procurement processes, and contributing to the development of supply chain strategies to meet the needs of FDSP. She/He will maintain contact with Supply Section of the Country Office, UN agencies, local NGO partners, and commercial contractors in the area to facilitate activities of the operation.
A good knowledge of ERP and Excel is required, as well as experience in warehouse management, supply chain. The Sub Office manages warehouses, and in this order, the incumbent should also be conversant with IPSAS and aware of the rules and regulations pertaining to Asset Management, provide support and guidance to both Arua and Yumbe accordingly.
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Desired languages
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Operational context
Occupational Safety and Health Considerations:To view occupational safety and health considerations for this duty station, please visit this link:
Nature of Position:The Associate Supply Officer will lead, coordinate and supervise all activities pertaining to the supply chain at Sub Office Arua and Field Office Yumbe. S/he will maintain contact with Supply Section of the Country Office, UN agencies, local NGO partners, and commercial contractors in the area to facilitate the operation.
The incumbent will technically report to the Senior Supply Coordinator as the Head of the Supply Section at national level. He/she will collaborate with the Programme and Administrative Units.The refugee population is a challenging one, and the incumbent must therefore exercise great diplomacy and flexibility in discharging his/her functions, as well as enabling harmonization in assistance across the operational area.
Living and Working Conditions:Arua is a family duty station
where accommodations are available although finding reasonable quality
accommodation is a challenge and price arising due to number of NGOs
presence for South Sudanese refugee response. There are several local
supermarkets where local and foreign goods are available, and
expatriates frequent several restaurants offering western or Indian
foods. Very limited educational services are available as
international schools do not exist in Arua. International schools are
available in Kampala or Entebbe. In term of medical services, only
basic medical services are available in Arua town, and if necessary,
further medical referral to Kampala. There are several banks and ATM
available in Arua for Ugandan shillings account. Utilities (water
and electricity) are available, though for electricity, like many
places in the country, faces regular power cut especially during dry
season. Safe public transports in Arua is rare, though nationals tend
to ride with local motorbike taxis. There are few vehicle taxis
available (price tends to be at high end despite short distance).
Professional staff either find accommodation nearby the office and
walk, or they either rent or buy private second-hand vehicle for their
daily movement.
Most travels between Kampala and Arua are
undertaken by road (470 Kms). There are commercial flights between
Arua and Kampala/Entebbe but the airlines/routes are not UNDSS
cleared. There is no accommodation with minimum standards available at
the settlements so staff commute daily by official vehicle to the
settlements for field activities
Additional Qualifications
Skills
Education
Certifications
Institute of Purchasing and Supply - Other
Work Experience
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaborationUNHCR Salary Calculator
Additional Information
Functional clearance