Supply Associate

Procedures and Eligibility

This position is open to applications from Group 1, Group 2 and all external candidates, provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.

TO THE ATTENTION OF EXTERNAL CANDIDATES: External Candidates must meet the essential minimum requirements of the position and must have either Polish citizenship or the legal status necessary to work in Poland.

Your application will NOT be considered if; – The application form is not duly filled. – The questionnaire at the end of the application form is not answered. (for external candidates)

Duties and Qualifications

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

Certificates and/or Licenses Trade, Business Administration, Economics, Marketing or a related field.

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

Language Requirements 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.

Additional Information

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. Female candidates are encouraged to apply.

For any technical problems encountered during the online application, please try to use a different internet browser and/or reset the cache of the browser. Should this not be sufficient, please contact Human Resources at [email protected] by allowing sufficient time for the resolution of the issue.

UNHCR reserves the right to retain applications and consider external candidates applying to this post for other similar positions with UNHCR at the same grade or lower level and with similar job description, experience and educational requirements for the appointment of a shorter duration (Temporary Appointment).

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme is subject to proof of vaccination against Covid-19.

REMUNERATION & BENEFITS A competitive compensation and benefits package is offered. The monthly net salary is between PLN 7,053 and PLN 8,613 depending on relevant experience, dependency status and language proficiency. For more information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations.

UNHCR also offers comprehensive medical insurance and pension plans.