Hardship LevelE (most hardship)
Family TypeNon Family with Residential Location
Family TypeNon Family with Residential LocationDanger Pay
Residential location (if applicable)
Nairobi (CO), Kenya
GradeNOA
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-01-01
Job Posting End DateDecember 3, 2023
Standard Job Description
Assistant 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.
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
Not specified.
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 incumbent is expected to have solid and proven experience in the management of complex procurement activities as well as supply chain management. 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 candidate might also undertake procurement using new ERP systems therefore he/she must have previous experience of similar information technology related experiences such as people soft, ERP cloud, advanced excel and data management knowledge to conduct end-to-end procurement process from planning stage to delivery. S/he will work closely together and will have proven work experience in dealing with multi-functional teams, government counterparts, partners, and suppliers. He/she will have experience in identifying and mitigating supply chain risks, including disruptions, and developing contingency plans. Interpersonal skills such as communication, negotiation, teamwork, and handling stress are key elements to succeed where UNHCR SO Jamjang, Ruweng Administrative Area, operates. Knowledge of Arabic is essential.
Required languages (expected Overall ability is at least B2 level): Arabic
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations
The UNHCR SO Jamjang Operation provides protection and humanitarian support to refugees, asylum seekers, South Sudanese returnees and host community in Ruweng Administrative Area. The conflict that broke out in Sudan in April 2023 led to the influx of South Sudanese returnees as well as refugees and asylum seekers. As a result, Ruweng Administrative Area (RAA) is hosting over 115,000 refugees mainly from Sudanโs South Kordofan State and they are accommodated in 02 camps. The Commission for Refugee Affairs (CRA) is UNHCR government counterpart that works closely with UNHCR to manage the refugees in RAA while Relief and Rehabilitation Commission (RRC) is the government counterpart that works closely with UNHCR and is responsible for an estimated 3,500 returnees.
The security in Jamjang operational area is generally relatively stable. The situation is permissive for humanitarian operations to continue in the refugee camps and the host catchment areas without hinderance. All staff are issued with Personal Protective Equipment (PPE) and VHF radios.
Nature of Position
The Assistant Supply Officer supports supply activities in UNHCR Sub Office Jam-Jang, including Field Office Bentiu. The Assistant Supply Officer reports to the Associate Supply Officer. He/she maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate supply activities in the operations. As and when required, the incumbent will provide support to other units under their respective area of responsibility.
The incumbent would be expected to actively participate in coordination meetings, strengthen communications inflow between offices; cooperate with other stakeholders to better respond to emergency needs; build capacity and develop performance management/monitoring tools to mitigate bottlenecks/risks to ensure efficient utilization of funds and timely delivery of humanitarian assistance.
He/she will ensure effective supply chain that enables UNHCR Sub Office Jam-Jang 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 support to create/maintain 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 incumbent will also support to ensure that the supply chain optimized and aligned with the operations' evolving needs and management systems.
He/she will work closely together and will have proven work experience in dealing with multi-functional teams, government counterparts, partners, and suppliers.
Living and Working Conditions
Jamjang is classified as `Eโ non-family duty station with basic infrastructure and limited leisure facilities. It is an isolated location with limited access options, and it currently can only be reached by air with related complexities of flight cancelations. UNHAS only operates 03 flights per a week. All international staff and national staff reside at UNHCR provided accommodation. The climate is relatively hot with heavy rains during rainy season (April to November) and hot/dusty conditions in dry season (December to March). Available mobile telephone networks are Zain and MTN. Staff also have access to office VSAT or internet-based voice calls such as VIBER/WhatsApp (within the office compound where broadband Wi-Fi
Additional Qualifications
Skills
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 Informationall the shortlisted candidates will require to sit for a written test and it will be eliminatory in nature
Functional clearanceThis position doesn't require a functional clearance