Senior Supply Officer at United Nations High Commissioner for Refugees (UNHCR)

Duties

•  Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
•  Coordinate and manage all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation.
•  Coordinate and manage the procurement process to ensure timely, costeffective and adequate delivery of commodities and services to support operational needs.
•  Develop 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 such as streamlining customs clearance processes.
•  Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs.
•  Support and 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.
•  Coordinate 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).
•  Identify 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.
•  Identify, assess and select 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, increase efficiency and safeguards the investment of the organisation.
•  Draw up plans for the disposal and replacement of old and obsolete asset and coordinate with SMS on the proper disposal of assets.
•  Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards.
•  Coordinate activities of Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures. Ensure Supply participation in the multifunctional teams for partner verification.
•  Establish and maintain an efficient and skilled workforce that is capable of supporting ongoing operations.
•  Maintain an uptodate 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.
•  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.
•  Coordinate the work of the supply units so as to achieve operational objectives in a timely and costeffective manner. Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.
•  Prepare plans for delivery of relief items according to UNHCR's short and medium term requirements.
•  Plan and develop an effective procurement plan for the geographical area of responsibility taking into account local procurement options. Use procurement planning tools and DEMANTRA demand planning.
•  Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plan.
•  Act as exofficio for the related contract committee. Review and/or clear procurement cases for the relevant procurement authority.
•  Assess the environment and situation in which a supply operation will take place. Implement supply operations in the best manner possible through elimination of obstacles.
•  Sustain the supply chain's capacity throughout an emergency and ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.
•  Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project execution against the plans and take action when actual implementation deviates from plans.
•  Perform other related duties as required.

In the Regional Bureaux:

•  Advise Country Operation 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.
•  Coach and advise individuals or Supply teams as requested.
•  Tracks 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, yearend 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.
•  Provide a diagnostic on MSRP management reports for country operations, and coordinating with the Regional Supply Coordinator for necessary followup to ensure that data, in particular stocks accurately and completely reflect the reality in the warehouses.
•  Review 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 supply staff in consultation with SMS to countries in the Bureau.
•  Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level

• For P4/NOD  9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 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

• UNUN/UNHCR Administrative Rules, Regulations and Procedures
• SCSupply Planning
• SCUN/UNHCR Procurement Rules and Procedures
• DMDatabase Management
• (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.