Hardship LevelA (least hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOA
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-11-13
Job Posting End DateOctober 26, 2023
Standard Job DescriptionAssistant Supply Officer Organizational Setting and Work Relationships The Assistant Supply Officer supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing assets & fleet management within the area of responsibility. 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 may supervise 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 Assistant 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. Contacts are predominantly with other UN agencies, Implementing partners and Government Departments on relevant subject matters at the working level. 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 UNHCRยฟs 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. - Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request. - Manage tender processes and assist in the preparation of proposals for award of contracts to the relevant CoCs. - 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 manage warehousing according to \"best practices\" and UNHCR rules and regulations. - Maintain an efficient system for the release, and redeployment of goods. - Coordinate the release and transportation and of relief and other non-food items. - Analyse matters relating to sourcing & procurement activities, and deliver information on all sourcing & procurement activities within area of responsibility. Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections. - Provides asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested. - Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process. - 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. - Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management. In the Regional Bureaux: - Support Country Operations on how to implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented. - Track the progress of specific periodic operations and provide guidance that ensures timely implementation. - 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. - Assist country operations in MSRP management. - 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: - Ensure that the local supply chain functions are optimised and aligned with the operations' evolving needs and management systems, and there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements. - Coordinate supply activities of UNHCR Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures. - Through regular physical verification of PPE establish their status. - Propose old and obsolete PPE for disposal and plan for arrival of replacement items. - Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organisation including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), and organisation of the physical verification of PPE. - Ensure that PPE agreements are properly issued and signed. Ensure proper preparation of disposal forms and cases for the Asset Management Board. Organize the disposal of PPE according to Asset Management Board decisions. - Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt local process to the prevailing environment. - Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree Field(s) of Education Business Administration, Engineering, Logistics, Supply Chain Management, International Commerce or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Supply Chain Learning Programme Fritz Institute Certificate in Humanitarian Logistics (CHL) 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: Desirable: Other UN procurement and logistics training ยฟ such as IAPSO and UNPD. Functional Skills SC-PeopleSoft Supply Chain Management IT-Computer Literacy SC-Supply Planning SC-Customs clearance SC-Logistics SC-Warehouse Management SC-Fleet Management SC-UN/UNHCR Procurement Rules and Procedures SC-Asset Management (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 future incumbent is expected to have solid and proven experience in the management of complex procurement activities. The Assistant Supply Officer needs to possess an up-to date and in-depth knowledge of the respective UN Financial Rules and Regulations and be acquainted with the present and prevailing industry best practices alike.
The incumbent will work closely with internal client functions, government counterparts and suppliers. The Assistant Supply Officer might also manage staff directly and needs to be capable to individually conduct end-to-end procurement process from planning stage to delivery. Accordingly, interpersonal skills such as communication, negotiation, teamwork and handling stress are key elements in order to succeed in the role.
Further to above the Assistant Supply Officer is expected to actively contribute to reporting requirements of the unit, therefore solid analytical skills are further advantage.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
The general security situation in Ankara remains calm and stable, with security level assessed as 1 (Minimal) in line with the general threat assessment. There have been no serious security incidents recorded in Ankara since 2016. The Turkish security forces are trained, well-resourced and effective. Although thefts and burglaries have been reported in Ankara from time to time, the crime rate is assessed as low and Residential Security Measures (RSMs) do not apply in Ankara. The UN is not considered as a direct target, although the situation can change rapidly due to regional and/or international developments. Civil unrest and protest demonstrations occur in parts of Ankara, against different socio-political and socio-economic issues and likely to continue in the foreseeable future,. Hazard incidents including road traffic crashes, extreme weather conditions, and occasional stray dog bites remain a concern for the safety of staff. UNHCR security management is guided by the UN Common Security Management System and security advisories are shared with staff as and when required.
Nature of Position:
The position entails working as an Assistant Supply Officer with main focus on procurement of complex services and essential goods. The function supports strategic Programme delivery activities of UNHCR Turkiye Operation. Main internal clients include Programme, Protection, Field and/or various Technical Units.
Complex service procurement is the main tool of support for UNHCR Tรผrkiye and the primary methodology the operation contributes to the host governmentโs efforts aimed at providing assistance to refugees and asylum seekers, as well as host communities. This is predominantly implemented by improving the capacity of UNHCRโs partners, through establishing contracts and coordinating activities on specific projects, such as contracting for works, provision of Consultancy Services, delivery of complex and custom-made software solutions, medical services, staff resources (call centre and/or recruitment services), car rental services and other similar major procurement tasks.
Provision of strategic goods is also an essential tool for UNHCR Programme delivery; therefore, the establishment and management of responsive long-term agreements (Frame Agreements) is a perquisite for successful procurement support.
Procurement activities of UNHCR Tรผrkiye are centralized, conducted from the Country Office in Ankara and the Assistant Supply Officer (NOA) is among the senior National Supply positions within the operation.
Living and Working Conditions:
UNHCR in Turkey operates through a branch office in Ankara with three field offices in Gaziantep, Istanbul and Van, as well as three field units in Izmir, Hatay and Sanliurfa. The total number of staff in the operation is 410 around 80-20% local-international staff ratio respectively, as well as around 7% of affiliated staff.
Climate in Ankara: Ankara has a continental climate with cold, snowy winters due to its elevation and inland location, and hot, dry summers. Rainfall occurs mostly during the spring and fall. Because of Ankaraโs high altitude and its dry summers, nightly temperatures in the summer months are pleasantly cool. July and August tend to see the highest temperatures, exceeding 30ยฐC / 86ยฐF. Light cotton clothing is recommended for summer and light jackets may be needed for cool summer nights. For winter, warm clothes, coats and boots are recommended. Particularly the central areas of the big cities in Turkey are not very different from any other Western city. There is a good choice of hotels in Ankara and Istanbul but the choice is somewhat limited in many other parts of the country, except for summer resorts. The prices of hotels are subject to continuous changes due to domestic inflation and changes in the value of the Turkish Lira on foreign exchange markets. The usual practice for renting an apartment is to consult real-estate agents or advertisements in the local English language newspaper. Single houses with surrounding gardens are very scarce in Ankara. When available, they are generally more expensive than apartments. Therefore most international personnel live in apartments. New arrivals are usually able to find an apartment in about a month of arrival. The main cities have a number of hospitals where well trained specialists and surgeons in all branches of medicine can easily be found. Prescribed medicines are not always available in the hospital and may need to be purchased from a pharmacy. Private clinics are generally well equipped and offer services of an acceptable quality. There are also private hospitals of top international standards in Ankara and Istanbul. Laboratory tests are available both in these hospitals and in established private laboratories. There are only a few schools in Turkey that cater to foreign residents. These range from kindergarten through primary to high school level. Courses are in one or more foreign language although some subjects are taught in Turkish in some schools. The American, British, French, and Pakistan Embassies sponsor their own private schools in Ankara.
Additional Qualifications
SkillsIT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-UN/UNHCR Procurement Rules and Procedures, SC-Warehouse Management
EducationBachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Engineering, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Mathematics
CertificationsFritz Humanitarian Logistics - Other, HCR Supply Chain Learning Program - UNHCR, Institute of Purchasing and Supply - Other
Work Experience
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Stakeholder management, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional InformationRecruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19, successful reference checks, and integrity clearance.
The English version is considered original and authoritative, translation to other language(s) serve the purpose of advertisement of local positions where applicable but are not considered as official translations
PLEASE DO NOT USE TURKISH CHARACTERS IN YOUR NAME & SURNAME INFORMATION.
Staff members should serve for a minimum of one year following assignment before being considered eligible to apply for another position within the same category. This requirement is waived in respect of staff members whose position is being changed or whose assignment/appointment through the joint staff/management review body is in a replacement capacity.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Only short-listed candidates will be notified. The recruitment process might include written test and/or oral interview for this job opening. No late applications will be accepted.
Candidates should be primarily Turkish nationals. The minimum educational requirement for this position is a completed university degree.
For further information on how to apply, please visit the โUNHCR - Application and Selectionโ page, at https://www.unhcr.org/how-to-apply.html.
Functional clearanceThis position requires Functional Clearance