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
1. Strong experience in UNHCR procurement of goods and services including handling of contract issues
2. Proficient knowledge of supply systems with proven experience at previous work positions
3. Experience in applicability of relevant rules and procedures for UNHCR Local Committee on Contracts
4. Demonstrated capabilities in capacity-building for UNHCR Partners staff in procurement and supply management
5. Experience in high-risk/hardship environments and emergency operations
Required languages (expected Overall ability is at least B2 level):
Desired languages
Arabic
Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:
Nature of Position:
Sub Office Homs is located in the central area of the country and covers the two governorates of Homs, Hama and the southern part of Idleb. The incumbent supervises one national staff and reports to the Head of SO Homs while maintaining functional contact with the Senior Supply Officer in Damascus, in order to maintain synergy in the implementation of the Supply work plan developed at the country level. In addition, the incumbent provides support to the neighbouring Aleppo and Tartous Sub and Field Offices respectively.
The position demands strong procurement background (market survey, large number of submissions, ability to negotiate with vendors, but also transporters, port officials and security authorities). Working closely with Admin/Finance and Programme Units to ensure timely, efficient and effective procurement of services and goods, while strictly adhering to the procurement policy; Preparation of property lease contracts and rental agreements in coordination with Admin/Finance Unit. Ensuring that the warehouses are well maintained with stock inventories regularly updated as well as accountability for the items dispatched to the partners. Maintaining collaborative relations with Partners in supply and logistics activities, including on distributions and monitoring of warehouses and inventories.
Along with pursuing own professional learning efforts, the incumbent is expected to conduct capacity-building for partner procurement staff in supply administration in order to enhance efficient, effective and timely delivery of supplies to the Persons of Concern to UNHCR. The incumbent needs to be of a well-rounded and experienced field profile. Prior experience with IDPs, refugees, and return operations will be a real asset, along with work with urban and rural caseloads. Likewise, the incumbent should be pro-active and able to implement successfully under adverse security conditions including possession of good interpersonal skills and ability to negotiate with suppliers, transporters, port officials and security authorities. Willingness to work under emergency pressure are essential.
Part 3 Additional Relevant Skills
Good level of computer literacy
Living and Working Conditions:
The present situation in Syria is unstable and uncertain. This creates on-going pressures at work and in daily life as priorities are frequently suspended for other urgent ad hoc tasks. Hence, the incumbent should be prepared to work under such conditions and be able to manage stressful situations. Syria is officially a non-family duty station with a four-week R&R cycle. International staff in Homs are living in a security cleared accommodation; i.e hotel.
Additional Qualifications
Skills
Education
BA: Business Administration (Required), BA: Economics (Required), BA: Marketing (Required), BA: Social Science (Required)
Certifications
Institute of Purchasing and Supply – Other
Work Experience
Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned Refugees, Working with Persons of Concern: Stateless
Competencies
Accountability, 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
March 2023 Compendium – Part B
Additional Information
Functional clearance
This position doesn’t require a functional clearance
How to apply
CLICK HERE TO APPLY
The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
Closing date of receipt of applications: 20 April 2023 (midnight Geneva time)
