Supply Officer

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

Hardship Level

E (most hardship)

Family Type

Non Family with Residential LocationDanger Pay

Residential location (if applicable)

Nairobi (CO), Kenya

Grade

PR3

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

2024-10-01

Job Posting End Date

December 21, 2023

Standard Job Description

Supply Officer

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.
• 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

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.

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

The Supply Officer reports to the Senior Supply Officer, supports in overseeing all the functions of Supply chain management in operation including that of Partners. S/he should have demonstrated supervision of supply chain function in large operations, covering complex procurement, warehouse management and logistic including air, water, and road transportation in emergency context. The candidate should also have experience in customs clearance work or supervision.

Technically, s/he should have experience in monitoring Supply systems and oversight mechanisms including good working knowledge on procurement submissions, the new Cloud ERP relevant modules for Procurement and Inventory management ant supervisor level.

Candidate should also have experience in coordination with other UN agencies, Government and Partners counterparts in operational delivery, and should have ability to do trainings and coaching to Supply teams and Partners.

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

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

The security situation in South Sudan though generally stable, remains fragile and fluid in complex and unpredictable environment and is characterized by low intensity and localized armed conflict in some areas, high levels of crime across the country, inter/intra communal conflict over a diverse range of issues including cattle raids, competition for resources and revenge attacks and regular civil unrest in refugee and IDP operations and host community. These challenges continue directly and indirectly impact on UNHCR operations. The signing of the Revitalized Agreement of the Resolution of Conflict in South Sudan in September 2018 represented an important milestone for the country. The ceasefire is holding in many areas of the country except in some few locations where localized and low intensity armed conflict continues to impact on security situation. Many areas in the country are also affected by seasonal flooding which has also displaced significant number of people.

The security level in South Sudan is assessed as substantial (security level 4) in all areas.

SRM measures in place:

UN curfew is in force across the country, timing differs from one SRM Area to another. UN curfew is from 20:00 to 05:00 in Juba.

International personnel must request and receive security clearance for official and non-official travel.

International personnel on mission must stay in either a UN facility or UN approved commercial lodging for staff members.

Safe and Secure Approaches in Field Environment (SSAFE) to be conducted in areas with HIGH Risk level and above.

All international and national personnel must be issued with Personal Protective Equipment (PPE) and VHF radios.

Nature of Position:

The South Sudan Operation is very complex, fluid, and high-risk covering all four pillars of UNHCR.

The operation is comprised of the Representation office in Juba with 2 Sub-offices and 7 Field Offices. At the Country Office, Supply Management Unit is led by a P4 supported by one P3 and one IUNV and seven General Service (2 NOA, G7, 2 G6, & 2 G5) staff. The function is supported by one P2 staff member in Sub Office Jamjang, affiliate staff-UNV in Malakal and 8 other general staff in sub and field offices. Supply unit in Juba support the whole operation in South Sudan. It covers all areas of Supply, procurement, warehouse management and logistic including air, water (river) and road transportation into the country and to the field. There is a big component of customs clearance work involving extensive liaison with the Government offices for multiple permits and approvals. Supply also provides oversight functions for UNHCR Partners in the related functional areas in the entire operation. The Supply Officer will report to the Senior Supply Officer and will support in overseeing all the functions of Supply management in operation including that of Partners.

She/he maintain clear and accessible monitoring systems and oversight mechanisms including good working knowledge on the new Cloud ERP relevant modules for Procurement and Inventory management. Ensure that all systems and procedures are streamlined and aligned to facilitate timely actions of the operation-specific context and priorities.

Living and Working Conditions:

South Sudan is classified as an E non-family High Risk duty station with a 6-week R&R cycle and is prone to malaria. Movement to and from locations require official vehicle transport; use of taxi is not allowed. There are very limited medical facilities in South Sudan, with facilities concentrated in Juba.

All international personnel reside in UNHCR provided accommodation equipped with furniture, cafeteria, housekeeping services and a gym or some sports equipment. In Juba, all basic foods are available in the market ranging from meat, dairy, fruit and vegetables. There are a few hotels with pools and restaurants where staff can visit. While in the field, food supply varies depending on the season. Taking photos is strongly discouraged in all locations, as may result in arrest by local security forces. Extreme caution is required while driving a UN vehicle due to bad local driving culture, lots of motorbikes and three-wheelers (boda-boda) and periodic attempts by local police to extort money from the driver for whatever violation claimed.

There are several airlines flying from most destinations to Juba via Dubai, Nairobi, Addis Ababa, Istanbul, Khartoum, Cairo, or Entebbe. Travel to field offices in South Sudan are handled by UN humanitarian flights.

Staff can open USD bank accounts in South Sudan and only high US Dollar bills i.e. US$50 and US$100 are accepted for foreign currency exchange transactions. South Sudan bank notes exist in denominations of 1, 5, 10, 20, 25, 50, 100, 500 and 1000 South Sudanese Pounds. Foreign exchange transactions can be done at any commercial bank in a safe and secure location. There are very few ATMs and credit card facilities in South Sudan to draw USD (max $500 per 24 hours).

Skills

Additional Qualifications

Education

Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Marketing, Bachelor of Arts (BA): Social Science

Certifications

Institute of Purchasing and Supply – Other

Work Experience

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

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