Summary
Date Posted: Monday, January 10, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Associate Supply Officer UNOPS IICA 1
General Background and Operational Context:
The Associate Supply Officer will support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management within the Area of Responsibility (AoR). The position will be located at Sub-Office Dadaab-Kenya.
The incumbent will be supervised by the 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 normally will supervise some staff and/or AWF.
She or he will maintain regular contacts on working level with other UN agencies, UNHCR Partners, NGOs, government partners and commercial contractors in the area of operation.

The Associate Supply Officer will maintain impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies, and International Organizations 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.
The incumbent is accountable to perform their duties as reflected in their terms of reference. 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, the incumbent is 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.

Purpose and Scope of Assignment
• 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.
• Develop relevant contacts and build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.
• Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
• Manage the vendor related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date.
• Oversee tender processes and manage the preparation of proposals for award of contracts to the relevant CoCs.
• Ensure the quality standards for commodities and services are respected by vendors in relation to the needs of the location and tender/purchase specifications.
• 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 establishment & maintenance of warehousing according to "best practices" and UNHCR rules and regulations.
• Manage an efficient system for the release, and redeployment of goods.
• Oversee and coordinate as required the release and transportation and of relief and other non-food items.
• Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyze 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.
• Support effective information flow in the supply chain and adapt process and documents to the prevailing environment.
• Facilitate training of supply staff and assist in coaching and advising individuals or Supply teams as requested.
• Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure.
• Support the analysis of financial reports and work with the Supply Team to address red areas relating to Supply aspects of the operation.
• 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).
• Support the establishment and maintenance of 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.
• Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increases efficiency safeguards the investment of the organization.
• 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.
• Act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.
• Perform other related duties as required.

Monitoring and Progress Controls
• The incumbent 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 Associate Supply Officer maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies, and International Organizations 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.

Essential Minimum Qualifications and Experience
a. Education
Education Supply Chain Management; Business Administration; International Commerce
b. Work Experience
3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1-year relevant experience with Doctorate degree.
C. Key Competencies

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 organize work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service-oriented manner.

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 Supply chain training, such as Certification Program Supply Chain Management (CP-SCM), or other public procurement trainings.
• Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8.
• Proven ability to manage a team.

Competencies: -
Cross-Functional Competencies
• Analytical Thinking
• Planning and Organizing
• Stakeholder Management
• Functional
• IT-PeopleSoft Supply Chain Management
• SC-Supply Planning
• SC-Customs clearance
• SC-Logistics
• SC-Warehouse Management
• SC-Asset Management
• SC-Fleet Management
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures
• SC-UNHCR Procurement Rules and Procedures

Core Competencies:
• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation

Managerial Competencies:
• Empowering and Building Trust
• Managing Performance
• Judgement and Decision Making

Cross-Functional Competencies:
• Analytical Thinking
• Planning and Organizing
• Stakeholder Management

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Interested and qualified persons should send a cover letter and completed and signed UNHCR Personal History Form(attached) and copy of their degrees to the following email address: KENNAVAC@UNHCR.ORG  Subject line should precisely indicate: Applicant’s name - Vacancy Announcement for the Position of Associate Supply Officer. Applications received via other means or after the deadline will not be accepted

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