Job Openings at UN High Commissioner for Refugees

The Supply Assistant provides support to 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 (AoR).

The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific 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 the management of material resources within the geographical area covered while exercising efficiency in the use of those resources.

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.
• Support warehouse management, assist the process of the custom clearance of consignments, draft exemption requests, assist with goods & services deliveries and provide information on the status of requests and the availability of items in the supply chain.
• Assist in maintaining accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request.
• Assist in the preparation of purchase requests.
• Prepare quotation requests and tenders, produce bid-tabulations from tenders, and prepare purchase orders for approval as per instructions of senior Supply staff or other line managers.
• Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
• Produce standard asset management reports and other asset information, periodically and when requested.
• Identify and assess vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
• Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.

In the Regional Bureaux:

1. Track global Supply KPIs for the region and assist in preparation of regional ones, as required.
2. Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and provide relevant reports to senior managers.
3. Assist Country Operations in MSRP management.

In the Country Operations:

• Ensure local liaison to effectively support the supply activities.
• Assist in the management of the storage of goods according to "best practices" and UNHCR rules and regulations;
• Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation including registration and marking of new PPE, physical verification of PPE, preparation of agreements and disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE.
• Perform other related duties as required.

Functional Skills

IT-Computer literacy

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.

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The position of Executive Support Associate is located within a Division/Bureau/Entity or Office of the Representation/Head of Office. The role of this position is to provide administrative and secretarial support services to the Head of Office or immediate Supervisor, in order to ensure the smooth running of the Office and its flow and management of administrative and routinely information. This would involve direct contact with other staff members and contacts with the teams of high ranking officials, both within and outside UNHCR. The incumbent prioritizes tasks and organizes work independently based on direction from the Supervisor and has access to highly sensitive and confidential information.

Duties

• Arrange appointments and maintain Supervisor's calendar, ensure attendance and well set up of meeting rooms, and screen telephone calls.
• Arrange meetings with high-ranking officials and official receptions given by the Supervisor.
• Ensure that high-level visitors are appropriately informed, that they receive background information as necessary, and that the necessary protocols are respected.
• Manage the flow of information to/from the Supervisor and other senior staff; identify priority matters that need to be urgently addressed or signed by the Supervisor. Follow up to ensure that appropriate administrative action is being taken by senior managers on tasks determined by the Supervisor.
• Prepare briefing materials for Supervisor for official trips or special meetings including agenda, travel details and background documents prepared by the Executive Assistant.
• Prepare informal translations if required.
• Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system.
• Draft non-substantive correspondence and ensure follow-up.
• Type correspondence, documents and reports, etc., some of which are highly confidential.
• Select and make pertinent abstracts and undertake searches for information.
• Maintain a file management system according to UNHCR policies, including general and confidential files.
• Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
• Ensure administrative procedures (travel, hospitality expenses, etc.) will be timely concluded.
• Perform other related duties as required.

Minimum Qualifications

• Certificates and/or Licenses
• Secretarial;
• Business Administration;
• Human Resources;
• Office Management or a related field;

Relevant Job Experience

Desirable:

Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills

*IT-Computer Literacy;

*MS-Drafting, Documentation, Data Presentation;

MS-Editing;

UN-UN/UNHCR Administrative Rules, Regulations and Procedures;

Language Requirements

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.