Assistant Supply Officer

Job Description

Standard Job Description

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 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.

– 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

Desirable

• Other UN procurement and logistics trainings 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.

Nature of the Position.

The Assistant Supply Officer, is the overall in charge of UNHCR’s Supply activities in Shire. He/she will report directly to the Programme Officer in Shire and have direct supervisory responsibility for the other national supply staff in the Sub Office. The Assistant Supply Officer supports all activities pertaining to the supply chain function including planning, sourcing, transport, and warehousing management within the Shire Area of Responsibility (AoR).

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.

Living and Working Conditions

Staff member should be prepared to operate under challenging conditions with extremely limited resources. The staff members will be working within a city that has been isolated for almost two years due to the crisis which began in November 2020. The office deals primarily with several local camp environments with inherent risks to staff safety and health. Regardless of information campaigns, there are realistically few, or no COVID-19 protocols adhered to by the camp(s) population. Some staff wear masks but will often work within others who do not.

There is one general hospital in Shire offering limited services. Most pharmacies are opened, even if they may experience limited availability of some medicine. Shire town has power and water. However, services have been disrupted for some months and repairs are underway. Generators are available at the offices for limited hours.

The currency used in operation area is the Ethiopian Birr (ETB). However, the banks are resumed their services recently in Shire city including the Commercial Bank of Ethiopia. ATM cash withdrawals are currently unavailable in Shire
Internet service provided by Ethio telecom are resumed as well but with weak and poor connection.

Recently there are two regular flights between Addis Ababa and shire every day, but its cant be reliable due the overbooking, thus, Staff members will depend on the UNHAS available flights to Shire and sometimes by road convoy through Mekelle or Samera and flight to Addis Ababa.

• This position requires Functional Clearance

Skills

• IT-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

Education

• Bachelor of Arts (BA): Business Administration (Required),
• Bachelor of Arts (BA): Engineering (Required),
• Bachelor of Arts (BA): Logistics (Required),
• Bachelor of Arts (BA): Mathematics (Required)

Certifications

• Fritz Humanitarian Logistics – Other,
• HCR Supply Chain Learning Program – UNHCR,
• Institute of Purchasing and Supply – Other

https://icsc.un.org/Home/SalaryScales

• An eliminatory or complementary written test for shortlisted candidates may be conducted which will be followed by competency-based interview.
• Female candidates are encouraged to apply.
• Only Shortlisted candidates will be contacted.