Associate Supply Officer

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

Hardship Level

A (least hardship)

Family Type

Family

Residential location (if applicable)

Grade

PR2

Staff Member / Affiliate Type

Professional

• 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.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2023-11-30

Job Posting End Date

December 21, 2023

Standard Job Description

Associate Supply Officer

Organizational Setting and Work Relationships

The Associate Supply Officer supports 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 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 normally supervises 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 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 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.

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.
• 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 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.
• Support effective information flow in the supply chain and adapt process and documents to the prevailing environment.

In the Regional Bureaux:

• Support Country Operations in implementing supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented particularly in emergency context.
• Assist country operations achieving full compliance with rules & regulations in all supply activities.
• Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
• Facilitate training of supply staff and 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.
• 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:

• Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
• Assist 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).
• 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 organisation.
• 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.
• Depending on the size of the operation act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.
• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
• Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education

Supply Chain Management; Business Administration; International Commerce; Engineering;

or other relevant field.

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.

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. Proven ability to manage a team.

Functional Skills

SC-PeopleSoft Supply Chain Management

SC-Supply Planning

SC-Warehouse Management

SC-Asset Management

SC-Fleet Management

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

SC-UN/UNHCR Procurement Rules and Procedures

IT-Computer Literacy

SC-Customs clearance

SC-Logistics

(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

• Academic background in civil engineering/architecture and/or experience in planning, sourcing and procuring shelter/settlement projects will be highly valued; including experience in carrying out, or participating in, shelter/infrastructure needs assessments.
• Experience in advising different Units on technical procurement, and in drafting ToR for procurement and contracts for shelter, settlement, and/other technical projects, will be highly valued.
• Experience in participating in technical procurement committees with different stakeholders, including governments, district authorities, public-private companies, academia, etc., will be highly valued.
• Experience in the design/updating, or participating in, the shelter approach in an operation, and in liaising with relevant Units in regional bureau and HQ, will be highly valued.
• Certification from professional bodies in supply chain management and logistics in humanitarian context will be highly valued
• Experience in supervising and managing staff will be highly valued.

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

Spanish

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position

The socio-political and human rights crisis in Nicaragua since April 2018 has produced a sharp increase in the number of Nicaraguan asylum-seekers in Costa Rica. Only 78 Nicaraguans were registered as asylum-seekers in 2017. From April 2018 to mid-2020, the number had grown to over 86,000. Throughout 2022, asylum seekers continued arriving in Costa Rica at a high pace; in 2023, Costa Rica features as the third country in the world with the highest number of new asylum claims. The number of refugees, asylum seekers, and other persons of concern (mainly from Nicaragua, but also from Venezuela, Colombia, El Salvador, Honduras, and Cuba) stands at more than 450,000. A number of those are unable to continue their journey towards Mexico and the United States and require humanitarian and medical assistance; some of them also decide to seek asylum in Costa Rica. Last May 2023, an L1 Emergency was declared in Costa Rica, Guatemala, Panama, Honduras, and Mexico due to increasing mixed and onward movements.

The response capacities of Costa Rica, and those of UNHCR and other partners, have been severely stretched, resulting in inadequate reception facilities and significant delays in registering and processing asylum claims. The large backlog can inhibit asylum-seekers from timely access to documentation, work authorization, health insurance, and other rights, as well as a final refugee recognition decision, increasing their vulnerability and exposure to protection risks and increasing their dependency on humanitarian aid.

The incumbent is part of the management team in the Costa Rica Operation and is supervised by the Senior Field Officer. The Associate Supply Officer supervises four G staff in the Supply Unit, and all procurement activities in the San Jose office, as well as in the field offices. S/he must establish thorough and effective coordination with the different units and offices.

S/he will ensure that UNHCR Costa Rica delivers timely and quality goods and services to persons of concern in compliance with supply chain rules and procedures, the local supply chain function is optimized and aligned with the operations’ evolving needs and management systems and supply chain activities are supported by effective partners on country level.

Living and Working Conditions

Costa Rica is a country with a longstanding commitment to human rights. It has been a model in the region on refugee protection and integration schemes and is a leader in seeking to end statelessness.

In the past four years, Costa Rica has become an asylum country for refugees from the main displacement situations in the Americas (Colombia, northern Central America, and Venezuela), and a transit one for persons in mixed-migration movements from other continents.

The recent massive influx of asylum seekers has not only taxed the capacity of the authorities to process and assist persons of concern but also UNHCR ‘s operation.

Costa Rica is a Central American country with a population of 5 million people (est. 2022). The capital city, San Jose, is set in the Central Valley and is home to 350,400 people.

The country has not had an army since 1948. It has a uniformed Police Force and a Judicial Police force under the Ministry of Justice. There have been instances of non-violent crimes against tourists and citizens. While petty theft is the main problem, robberies have been known to occur at any time during the day.

The cost of living is high in Costa Rica compared to other countries in the region, especially for housing, but it is readily available. Public transportation is available, but most people use private cars. Like other fast-growing cities, traffic is heavy at peak hours and is considered an issue for people living in San Jose and its surrounding areas.

The country enjoys a climate that is stable throughout the year. The rainy season is between May and November.

An entry visa is required for travelers and must be obtained from a Consulate before arrival.

Telephone services in 3G and 4G networks are available throughout most of the country. A national emergency calling system is also available (911 number).

Skills

Additional Qualifications

Accountability, Business Warehousing, Contract Negotiations, Contracts, Design, Employee Management, Financial Analysis and Reporting, Fleet Management, Problem Solving, Procurement Strategies, SC-Developing and reviewing procurement plans, Solution Finding, Sourcing and Procurement, Supply Chain Management (SCM), Supply Chain Projects, Supply Planning, Team Management, Technical Guidance, Technical Knowledge, Technical Projects, Work Relationships

Education

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

Certifications

Institute of Purchasing and Supply – Other

Work Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: 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, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

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

Compendium

Add. 2 to Bi-annual Compendium 2023 – Part B

Additional Information

Functional clearance

This position doesn’t require a functional clearance