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.
– 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.
(Field(s) of Education marked with an asterisk* are essential)
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 ideal candidate should have strong communication skills to ensure proper and efficient follow up with partners, colleagues of all units in Maban as well as in Juba. Due to the impact of the flooding on the overall activities, the operation faces huge challenges with supply of key items from Juba. The ideal candidate should therefore preferably have demonstrated skills and experience acquired in other operations which would allow her/him to introduce innovative ways to ensure proper supply chain management.
Required languages (expected Overall ability is at least B2 level):
,
Desired languages
Arabic
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Conflict between the Sudanese Armed Forces (SAF) and Sudan People ‘s Liberation Movement-North (SPLM-N) in Sudan ‘s Blue Nile state in September 2011 led to the influx of refugees into South Sudan starting in November 2011. Hundreds of thousand refugees have sought protection and assistance from the Government of South Sudan, where some of them have been settled in four camps ‘ Doro, Yusuf Batil, Gendrassa and Kaya – in Maban County, Upper Nile state. The operation continues to transition through post emergency phase with basic indicators stabilizing while energy and environmental issues have become of critical importance in UNHCR ‘s programming in Maban County. In view of the complex and high-risk nature of the large-scale operation in which all 4 Pillars of UNHCR are being implemented in Upper Nile State, UNHCR Sub-Office Bunj would require the technical expertise and leadership of an Associate Supply Officer.
This position is essential to lead and manage the supply unit at sub office level while providing expert technical assistance and advice in Supply Chain Management (Procurement, Logistics, Warehousing, Assets Management) to UNHCR and its partners and to support UNHCR in the coordination of Supply Chain related activities in refugee camps and displacement affected areas in Upper Nile State. The Associate Supply Officer in collaboration with UNHCR ‘s partners shall propose timely and practical recommendations to improve quality and impact of Supply Chain related programmes.
Working under the direct supervision of the Programme Officer of Sub Office Bunj Maban with technical support and guidance from the Supply Officer based in Juba, the incumbent supervises two national staff and one international UN Volunteer.
Living and Working Conditions:
Bunj/Maban is classified as an E, non-family, high-risk duty station. R&R cycle for all duty stations in South Sudan is six weeks and all international staff reside in UNHCR provided accommodation. There are limited medical facilities in Juba and other cities in the country. The Bunj hospital has minimal medical facilities with serious to severe cases managed outside the duty station. Colleagues with conditions requiring regular treatment or medical supervision should be appropriately advised and adequately carry their daily medication. The climate is relatively hot with heavy rains during rainy season (April to Nov) and hot/dusty conditions in dry season (Dec to March). Gum boots are required due to muddy conditions during rains and appropriate clothing during dry season. In all UNHCR compounds, regardless of the location, accommodations are equipped with necessary furniture and cleaning services. In addition, most locations are equipped with a gym or some sports equipment. Food supply varies depending on the season; at Bunj Maban fruits and vegetables tend to be scarce most of the year. There is the option for staff to buy meals from a cafeteria. WFP UNHAS provides air passenger service three times a week. There is water, electricity, and Internet connection available on the UNHCR compound that houses both office premises and accommodation. The area has no banking facilities, and phone communications are mostly erratic.
The security situation in South Sudan, though generally stable, remains fragile and fluid in a complex and unpredictable environment. The situation is permissive for humanitarian operations to continue at acceptable, Moderate Risk Level, in the refugee camps and the host catchment areas without hinderance. Criminality remains the main threat to humanitarian agencies as compared to armed conflict. However, with strong and comprehensive advocacy by UNHCR with government and other stakeholders at local and national level, government intervention led to reduction of crime perpetrators in the camps mainly combatants of SPLA-N.
UN Curfew is in force in Bunj/Maban Operation wef 1900 – 0600hrs. International staff must request and receive security clearance for official and non-official travel. National personnel must request and receive security clearance for all official travels. SSAFE training to be conducted in areas with HIGH Risk level and above.
Additional Qualifications
Skills
Education
BA: Business Administration (Required), BA: Engineering (Required), BA: Logistics (Required), BA: Marketing (Required), BA: Mathematics (Required)
Certifications
Institute of Purchasing and Supply – Other
Work Experience
Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned Refugees, Working with Persons of Concern: Stateless
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 & collaboration
UNHCR Salary Calculator
Compendium
Add.2 to Bi-annual Compendium 2022 – Part B
Functional clearance
This position doesn’t require a functional clearance
The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
Closing date of receipt of applications: 16 February 2023 (midnight Geneva time)
