Assistant Supply Officer(NOA) At UN High Commissioner for Refugees

Organizational Setting and Work Relationships

The Assistant Supply Officer supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing assets & fleet management within the area of responsibility. The position is located at Field Office Kibondo, Tanzania.

The incumbent is directly supervised by the Head of Field Office (HOFO), but functionally by the Senior Supply Officer based in the UNHCR Representation Office, Dar es Salaam who defines the objectives and provides general guidance. S/he will also refers to UNHCR manuals and relevant policy papers. The incumbent will supervise general service staff under the supply unit.

S/he maintains regular contacts on working level with other UN agencies, UNHCR Partners, NGOs, government partners and commercial contractors in the area of operation.

S/he will support 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 assist in the maintenance of 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 Assistant Supply Officer 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 and if applicable.

Contacts are predominantly with other UN agencies, Implementing partners and Government Departments on relevant subject matters at the working level.

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

· 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 CoCs.

· Prepare plans for delivery of relief and other non-food items 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 and 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.

· 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 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 Property, Plant and Equipment (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.

· Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

· 1-year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education

· Business Administration, Engineering, Logistics, Supply Chain Management, International Commerce or other relevant field.

Certificates and/or Licenses

· Supply Chain Learning Programme, Fritz Institute Certificate in Humanitarian Logistics (CHL), Certificate from Chartered Institute of Purchasing & Supplies, e.g., CFIPS, CMIPS, MCIPS.

Relevant Job Experience

Desirable

· Other UN procurement and logistics training – such as IAPSO and UNPD.

Functional Skills

IT-Computer Literacy, IT-PeopleSoft Supply Chain Management; SC-Supply Planning, SC-Customs clearance

SC-Logistics, SC-Warehouse Management, SC-Asset Management, SC-Fleet Management & SC-UN/UNHCR Procurement Rules and Procedures.

Language Requirements

· Proficiency in English and Kiswahili languages.