The Supply Associate role is integral to supporting related supply activities and ensuring compliance with supply chain rules and procedures. This position facilitates UNHCR's end-to-end processes, aiming for the timely and quality delivery of goods and services to persons of concern.
Duties and Responsibilities
General Supply Chain Management:
- Support supply activities, ensuring compliance with supply chain rules and procedures, to achieve timely and quality delivery of goods and services to persons of concern.
- Prepare plans for the delivery of relief and other non-food items based on operational needs and regularly update the information in UNHCR IT systems.
- Apply UNHCR's sourcing and procurement strategy when planning the purchase of important commodities and services, and 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, assist in the evaluation of offers, draft bid-tabulations, and prepare proposals for the award of contracts to the Committee on Contracts.
- Prepare Purchase Orders, 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.
Asset and Data Management:
- Provide asset management reports, customized reports, and gather information on all assets, providing in-depth reports periodically and when requested.
- Monitor the quality and accuracy of supply chain related data in relevant business systems.
- Compile and analyze statistical information, identify trends and developments in supply chain related matters that assist in decision making.
- Disseminate and promote UNHCR's global policies, standards, and guidance on supply chain management.
Risk Management:
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure risk-based decision making in the functional area of work. Raise risks, issues, and concerns to a supervisor or to relevant functional colleagues.
- Perform other related duties as required.
Specific Duties in Regional Bureaux (If Applicable):
- Track the progress of specific operations and provide guidance to ensure timely implementation.
- Assist in coaching and advising individuals as requested.
- Track global Supply Key Performance Indicators (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, ensuring they are implemented throughout the region and providing 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, monitoring their timely implementation and changes based on operational needs.
- Support the work of the Regional Contracts Committee (RCC) through compiling and checking documents for RCC meetings, taking minutes, and communicating decisions.
Specific Duties in Country Operations (If Applicable):
- 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, ensuring adherence to relevant UNHCR rules and procedures.
- Implement effective asset and fleet management, regularly monitoring the asset/fleet pool, saving cost, and safeguarding the investment of the organisation. This includes receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), organization of the physical verification of PPE, ensuring PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organizing the disposal of PPE according to Asset Management Board decisions.
Minimum Qualifications
Education & Professional Work Experience (G6 Level):
- 3 years relevant experience with a High School Diploma; OR
- 2 years relevant work experience with a Bachelor's degree or equivalent or higher (BA/BSc/HND, MBA/MSc/MA).
