Hardship LevelE (most hardship)
Family TypeNon Family
Family TypeNon FamilyDanger Pay
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-02-13
Job Posting End DateFebruary 28, 2024
Standard Job Description
Senior Supply Assistant
Organizational Setting and Work Relationships
The Senior Supply Assistant provides supply support to all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility (AoR).
The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support the management of material resources within the geographical area covered while exercising efficiency in the use of those resources.
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
- In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
- Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services.
- Initiate custom clearance of consignments, draft exemption requests, and liaise with local agents.
- Support warehouse management, and assist with planning of goods & services deliveries, and provide information on the status of requests and the availability of items in the supply chain.
- Maintain accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request.
- Examine purchase requests to ensure conformity and liaise with requesters.
- Prepare quotation requests and tenders, produce bid-tabulations from tenders and prepare Purchase Orders for approval.
- Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
- Provide information on all procurement activities within the AoR.
- Produce standard asset management reports and other asset information, periodically and when requested.
- Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.
In the Regional Bureaux:
- Track global Supply KPIs for the region and assist in preparation of regional ones, as required.
- Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and provide relevant reports to senior managers.
- Assist Country Operations in MSRP management.
In the Country Operations:
- Ensure local liaison to effectively support the supply activities.
- Assist in the management of the storage of goods according to \"best practices\" and UNHCR rules and regulations;
- Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation, including registration and marking of new PPE, physical verification of PPE, preparation of agreements and disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE.
- 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 G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable
Certificates and/or Licenses
Not specified
Relevant Job Experience
Essential
Not specified
Desirable
Not specified
Functional Skills
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset Management
SC-Fleet 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 Experience supporting supply functions: market assessment, procurement, warehouse management, assets, and fleet management with UN and or I/NGOs.
Very good negotiation skills in coordinating with relevant stakeholders.
When completing the application, candidates are required to list all their language skills – including their mother tongue. The three broad levels are A1/A2 (\"Basic User\"), B1/B2 (\"Independent User\"), and C1/C2 (\"Proficient User\").
Shortlisted candidates will be required to sit for an eliminatory written test, the passing threshold will be 60%, and only the passing candidates will be given a chance to sit for an oral interview.
The scores of the written test and interview could later be combined with those of the interview to arrive at the final scores.
The written test and oral interview weight will be ( 50/ 50 ) % of the overall process.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
The UNHCR Sub-Office Qamishli (SOQ) in Northeast Syria operates in a complex context in three governorates: Hassakeh, Raqqa, and Deir ez-Zor. While based in Qamishli, the SOQ has a field unit based in Deir ez-Zor located in the GoS-controlled area. Large parts of the three governorates are currently under the facto control of the Syrian Democratic Forces, a non-state actor - with GoS presence/control in several areas. UNHCR coordinates the response in 10 camps hosting over 130,000 persons, including the largest camp, Al Hol, hosting 43,000 Syrians, Iraqis, and third-country nationals. UNHCR leads the Protection and Shelter/NFI and the CCCM sectors. UNHCR is directly responsible for providing protection services, CRIs, and shelter, supporting camp management and camp coordination, and delivering humanitarian assistance in close coordination with UN agencies, NGOs, and the authorities. UNHCR also coordinates assistance in all collective centers, informal sites, and out-of-camp populations in need. Outside camps, UNHCR provides humanitarian aid to IDPs, Iraqi asylum-seekers, and returnees living among local communities and in informal settlements. It also implements limited early recovery activities and interventions to build resilience of the displaced and host communities.
The Senior Supply Assistant will support all activities pertaining to the supply chain function, including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management, and monitoring within the area of responsibility (AoR).
The incumbent is supervised by the Supply Officer. Routine tasks are carried out independently under the supervision of the Supply Officer, who provides regular guidance and instructions on the steps to follow in more complex processes. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support the management of material resources within the geographical area covered while exercising efficiency in using those resources.
Living and Working Conditions:
The present situation in North-East Syria is unpredictable. This creates ongoing pressures at work and daily life as priorities are frequently upended for other urgent ad-hoc tasks. The incumbent should be prepared to work under very challenging conditions and be able to manage stressful situations. Travel to/from Qamishli to Damascus is by UNHAS. The limited commercial flights have challenges in keeping the schedule. Few medical facilities provide primary healthcare, and finding certain pharmaceutical products may be challenging. Al Qamishli's summers are sweltering, arid, and clear, and the winters may be extended, cold, and partly cloudy over the year, the temperature typically varies from 2 °C/36 °F to °40/105 °F. It is rarely below -3°C/27 °F or above 44°C/110 °F.
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-Warehouse Management
Education
Certifications
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
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Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance