Supply Officer

Hardship LevelD

Family TypeNon Family with Residential Location

Residential location (if applicable)

Addis Ababa,Eth Fed Dem Rep

GradePR3

Staff Member / Affiliate TypeProfessional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

ReasonFast Track > Fast Track

Remote work acceptedNo

Target Start Date2023-05-11

Job Posting End DateMay 18, 2023

Standard Job Description

Supply Officer

Organizational Setting and Work Relationships
The Supply Officer supports the supply activities at global, regional or country operations level. The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office. In the Bureau the incumbent normally reports to the Senior Supply Officer or the Senior Operations Coordinator. In the Country Operation s/he normally reports to the Senior Supply Officer or the Head of Office, as appropriate. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate supply activities operations. The incumbent may directly supervise professional and general service staff in the office. As and when required, the incumbent will provide support to other units under the respective area of responsibility.

S/he will ensure 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 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 create/maintain offices' supply chain optimised and aligned with the operations' evolving needs and management systems.

The incumbent 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. In addition, the incumbent will coordinate with SMS regarding policies, overall planning and management of resources that have an impact on Supply or where Supply has an impact on other parts of the operation.

In the Bureau the function extends to capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement, logistics and asset management rules and regulations; as well as support supply planning, implementation, reporting and statistics. The Supply Officer, being part of the Bureau Supply team will, take on the role of supporting, analysing and coaching the supply functions at Country Operation levels. The Supply Officer will primarily focus on supporting the sourcing/procurement aspects of the supply function, as Bureau remains a procurement-prone region requiring a sound level of risk management tools. In complex and challenging operational environment, an excellent procurement expertise will then be required to mainstream UN procurement principles as well as UNHCR internal policies throughout the region. This would include to ensure that each country operation can maintain an effective and compliant 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. Furthermore, the incumbent will be part of the reviewing team of the Regional Committee on Contracts which has been established to approve cases at a higher threshold than the Local Committee on Contracts. The Supply Officer will assist Country Operations on how 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. S/he will also have a large responsibility on capturing, analysing and reporting the information from the different Country Operations of the Bureau. This would require strong interaction and coordination in addition to an excellent knowledge of UNHCR tools (MSRP, Focus) and data analysis.

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
- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- Support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation.
- Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- Contribute to the development of relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, to foster mutual cooperation for the timely delivery of relief items avoiding bottlenecks.
- Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
- Guide 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).
- Establish and maintain 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.
- Participate in Identifying, assessing and selecting vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increases efficiency safeguards the investment of the organisation.
- Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards.
- 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.
- 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.
- Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.
- Depending on the size of the operation act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.

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.
- Ensure that global Supply policies are understood by all Supply teams in the region by offering summaries and relevant interpretations in the regional context.
- Seek opportunities for regionalizing and streamlining Supply operations where operational advantage can be achieved
- Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
- Organize and deliver training at regional level in the different Supply functions such as procurement, logistics, asset and fleet management.
- 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.
- Regularly visit country operations and their Supply teams including visits to camps and other operational sites, provide oversight and support within the operational context.
- Assist in providing a diagnostic on MSRP management reports for country operations, and coordinating with the Regional Supply Coordinator for necessary follow-up to ensure that data, in particular stocks accurately and completely reflect the reality in the warehouses.
- Support the revision of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations.
- Ensure that country needs assessment plans are established, combine them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Monitor and advise operations on import and customs clearance (as required) to resolve and ensure bottlenecks a smooth flow of goods to the operations.
- Ensure coordinated emergency deployments of staff in consultation with SMS to countries in the Bureau.
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years 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. Proven ability to manage a team.
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.

Functional Skills
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-UN/UNHCR Procurement Rules and Procedures
DM-Database Management
SC-Supply Chain planning and strategy development
(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 should have proven competencies and experience in managing expectations of local authorities and host communities while ensuring value-for-money and quality delivery of services
- Previous working experience in an emergency/complex context, especially new emerging refugee situations, as well as experience in remote management/monitoring
- Excellent knowledge of the UNHCR corporate supply and logistics management systems, procedures and guidelines and how these could be adjusted in remote operational contexts to suit UNHCR’s protection interests
- Demonstrated knowledge of UNHCR’s corporate financial rules, policies and regulations
- Working knowledge of Somali and/or Amharic language may be an asset.

Required languages (expected Overall ability is at least B2 level):

,

Desired languages

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

The Supply Officer assists the Head of Sub-Office in the overall management of UNHCR’s supply and logistics management activities in the area of operation, and with specific focus on the refugee response in Doolo zone of the Somali Regional State. The incumbent will support and conduct analysis and assessment of risks associated with procurement, logistics management, warehousing, policy compliance, operational practices, mitigation measures, and gaps and make technical recommendations or decisions in line with the principles of the Framework, of UN/UNHCR’s financial rules, policies and regulations and operational context. The incumbent will specifically facilitate UNHCR’s identification of potential vendors, especially in the remote Doolo zone and facilitate contractual arrangements that provide UNHCR with value-for-money and quality delivery of services while balancing UNHCR’s protection interests especially in cultivating smooth working relationships with the local authorities and host communities.

The incumbent will work with key sector leads in both Jijiga and Bokh/Doolo zone and other sections and relate regularly with the Supply Team in Addis Ababa in the implementation of the refugee response plan and strategies for the Doolo zone operations to ensure effective facilitation for the delivery of planned results across sectors. The incumbent directly supervises a team of three persons – 1 Associate Supply Officer (IUNV) in Jijiga and 2 national supply staff (GL5 and GL6) located in both Jijiga and Bokh Offices.

The incumbent will work closely to build and maintain close and progressive ties with the Regional Government and local companies in facilitating the advancement of UNHCR protection and assistance programmes in the area of operation of the Sub-Office, with special focus on the Doolo zone. She/he will support the Head of Sub-Office in the coordination of logistical management operations based at Jijiga and Bokh (2 warehouses) and link up with suppliers with whom UNHCR has frame agreements in Ethiopia, including facilitating the establishments of more frame agreements.

Living and Working Conditions:

Jijiga is the capital city of the Somali Regional State of Ethiopia, with a population of about 500,000. It is situated at an elevation of 1,646 meters above sea level. It is located about 630 kms East of the Capital City, Addis Ababa and about 80 kilometres away from the border with Somaliland.

Jijiga is a category D and non-family duty station, with relatively stable security environment and with minimal reported crimes within the city. However, given the Somali region’s proximity to the border with Somalia, there are occasionally infiltration of wrong elements that require a sense of vigilance and alertness; UNDSS provides security advisories regularly to all staff in Jijiga and the surrounding locations to which adherence is expected. All UNHCR international staff are accommodated in the UNHCR Staff Compound (Guest House) in line with the policy on UNHCR-provided accommodation in the field. Security briefing is mandatory upon arrival at the compound. All travel itineraries should report to the UNDSS radio room before departure and continue reporting their position every 60 minutes, until back to the compound. Official working hours are Monday through Thursday: 08:00 – 12:00 and 13:00 – 17:00 hours; while on Fridays 08:00 – 13:30 hours.
Private and public hospitals and higher clinics are available in Jijiga. However, the medical facilities in the area are insufficient to treat complicated medical cases. The United Nations Health Care Centre (UNHCC) in Addis Ababa provides 24/7 health care services for eligible UN staff and their dependents in different specialized Medical Units. Jijiga city also has many markets, restaurants and shops, including small supermarkets, from where food and other household items can be purchased. Ethiopian Commercial Bank and many other private banks have established branches in Jijiga where financial services, including ATM machines, can easily be accessed.

Transportation in and out of Jijiga is usually done via Ethiopian Airline flights directly to Addis Ababa on an average of 5 to 7 flights per day, although road transport can also be used through buses that ply the Jijiga-Addis or Jijiga-Harar-Dire Dawa routes. However, road travel to Addis Ababa may not be encouraged as it takes a full day compared to the 1-hour flight. Official travel is arranged by the office through a recommended agent.

Additional Qualifications

SkillsDM-Database Management, SC-Supply Chain planning and strategy development, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

EducationBA: Business Administration (Required), BA: Economics (Required), BA: Marketing (Required), BA: Social Science (Required)

CertificationsInstitute of Purchasing and Supply - Other

Work Experience

CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

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Compendium FT Ethiopia for Somali Situation

Additional Information

Functional clearanceThis position doesn't require a functional clearance