Summary
Date Posted: Sunday, April 16 2023, Base Salary: Not Disclosed

JOB DETAILS:

Supply Associate
Organizational Setting and Work Relationships
The Supply Associate manages and supports 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.
The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some staff in the office. The incumbent maintains regular contact on a working level on routine 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 and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available 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.
• 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 & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems. Ensure timely customs clearance of consignments.
• Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
• Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
• Draft and dispatch quotation requests and/or tenders, and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts.
• Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery.
• Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable.
• Provide asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
• 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 and promote UNHCR's global policies, standards and guidance on supply chain management.

In the Regional Bureaux:
• Track the progress of specific operations and provide guidance that ensures timely implementation.
• Assist in coaching and advising individuals as requested.
• Track global Supply KPIs for the region and assist in devising 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.
• Support the work of the Regional Contracts Committee (RCC) through e.g. compiling and checking documents for RCC meetings, taking minutes, communicating decisions.

In the Country Operations:
• Ensure local liaison with partners to effectively support the supply activities.
• Manage storage of goods according to "best practices" and UNHCR rules and regulations.
• 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.
• 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), organisation of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organise the disposal of PPE according to Asset Management Board decisions.

Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
• Years of Experience / Degree Level
• For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
(Field(s) of Education marked with an asterisk* are essential)
• Certificates and/or Licenses
• Trade, Business Administration, Economics, Marketing
• or a related field
• (Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Desirable:
• Other UN procurement and logistics training ¿ such as IAPSO and UNPD.

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.

Desired Candidate Profile
the candidate will be expected to perform the following area of duties and responsibilities:
• Assist in the planning of acquisition, maintenance, and replacement of fleet assets, within the AoR considering UNHCR’s short, - and medium-term requirements.
• Maintain the system of preventive maintenance and repairs of all vehicles and accessories, ensuring that repairs meet the manufacturer’s specifications and requirements of UNHCR.
• Compile spare parts needs within the AoR while working with key stakeholders in projecting requirements based on standards or industry-accepted methodologies.
• Assist in the assessment of the technical capacity of local commercial service providers for servicing and repair, ensuring timely and quality servicing and/or repair of vehicles (heavy/light) and/or accessories owned by UNHCR.
• Cooperate with Government authorities, implementing partners, UN agencies and others, to ensure project delivery.
• Assist the Fleet Management Officer in market research to identify, assess and select vendors based on their capability for timely delivery of the right quality equipment, maintenance, and repair facilities/services. Advise the manager on the performance of vendors by analysing the products and delivery performance.
• Perform data entry into the relevant business systems (Fleetwave, MSRP, VTS), ensuring that the inventory of all UNHCR vehicles/accessories is well maintained. Participates in the yearly physical verification of assets.
• Provide fleet management reports, and customized reports. Gather information on all fleet assets and provides in-depth reports periodically and when requested.
• Facilitate the vehicle importation and registration procedure. Coordinate with the Customs Clearance Agent and the Logistics Partner to ensure undisrupted project delivery.
• Work closely with Asset Management colleagues to consolidate items for disposal. Assist the Fleet Management Officer and the Asset Management Officer during vehicle disposal auctions.
• Compile and submit all the necessary documentation for the de-registration procedure. Process disposal procedures with relevant Government authorities.
• Perform other related duties as required.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure

Interested and qualified click here to apply


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