The role of the Assistant Supply Officer involves supporting all facets of the supply chain function within the United Nations High Commissioner for Refugees (UNHCR). This includes ensuring the efficient and compliant execution of supply operations, covering planning, procurement, logistics, warehousing, and asset management, aligned with organizational policies and operational needs.
Duties and Responsibilities
- 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.
- Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
- Manage tender processes and assist in the preparation of proposals for award of contracts to the relevant Committees on Contracts (CoCs).
- Prepare plans for delivery of relief and other non-food items (NFIs) 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 manage warehousing according to "best practices" and UNHCR rules and regulations.
- Maintain an efficient system for the release, and redeployment of goods.
- Coordinate the release and transportation of relief and other non-food items.
- Analyse matters relating to sourcing & procurement activities, and deliver information on all sourcing & procurement activities within area of responsibility. Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections.
- Provides asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
- Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process.
- 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, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making is 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.
Specific Regional and Country Responsibilities
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.
- Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
- Assist in coaching and advising individuals or Supply teams as requested.
- Track global Supply Key Performance Indicators (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.
- Assist country operations in Cloud ERP 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.
In the Country Operations:
- Ensure that the local supply chain functions are optimised and aligned with the operations' evolving needs and management systems, and there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements.
- 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.
- Through regular physical verification of Property, Plant, and Equipment (PPE) establish their status.
- Propose old and obsolete PPE for disposal and plan for arrival of replacement items.
- 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 PPE, and organisation of the physical verification of PPE.
- Ensure that PPE agreements are properly issued and signed. Ensure proper preparation of disposal forms and cases for the Asset Management Board. Organize the disposal of PPE according to Asset Management Board decisions.
- Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt local process to the prevailing environment.
Minimum Qualifications
- Required education level: BA/BSc/HND or PhD/Fellowship.
- The position is at the P1/NOA level, requiring either:
- 1 year relevant experience with an Undergraduate degree; OR
- No experience required with a Graduate degree; OR
- No experience required with a Doctorate degree.
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