Associate Supply Officer At High Commissioner for Refugees

United Nations High Commissioner for Refugees (UNHCR*)* **

UNOPS Vacancy Announcement

Vacancy Notice No.: IICA/KEN/KKM/21/007

Title of Post

Associate Supply Officer

Category /Grade

IICA-2

Duration

Initially up to 31 December 2021

Reporting Date

01 October 2021

Type of Contract

International ICA

Date of Issue

12 August 2021

Location

Sub Office Kakuma

Closing Date

25 August 2021

Organizational Context (role of the position within the team, describing its leadership role, it’s external/internal work relationships or contacts, the contextual environment in which it operates, and the scope of supervision received, and where applicable, exercise by the incumbent)

Overall Operational Context

The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950, by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has the mandate to help stateless people.

In more than five decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 34 million persons. For further information on UNHCR, its mandate, and operations please see http://www.unhcr.org.

In reference to the 1998 General Operational Agreement with UNOPS, UNHCR can engage and administer personnel under an annual signed Exchange of Letters (EoL). Personnel is engaged by UNOPS on behalf of UNHCR under UNOPS Individual Contractor Agreements (hereinafter referred to as ICAs) to perform services in UNHCR operations. Since 2016 there is one corporate EoL signed by UNHCR and by UNOPS for engaging ICAs (Local ICAs – LICAs and international ICAs – IICAs), introducing a harmonized, worldwide applicable UNOPS pricing policy. Each Division and Field Operation will sign their own Disbursement Agreement (DA) with their respective UNOPS Country Offices.

Purpose and Scope of Assignment

Develops and implements sustainable supply chain strategies, thinks long-term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization

Duties and Responsibilities

Under the overall guidance and direct supervision of the Supply Officer, the Associate Supply Officer will take a leadership role in executing effective and efficient procurement and supply chain services in UNHCR Kakuma Operation, ensuring values and competencies in maintaining transparency, integrity and ensuring full compliance with UNHCR supply chain rules, regulations, policies, and strategies; implementation of effective internal control, design and functioning of a client-oriented supply management system.

The incumbent will assist the Supply Officer to optimize the procurement processes and procedures, including the monitoring of partners (IPs) procurement monitoring and support, oversight and support the logistic partner (AAH-I) to enhance the fleet and fuel management systems, and the management of inventory and warehouses.

Monitoring and Progress Controls

Procurement and Supply Chain Management:

• Coordinate procurement planning and review its’ performance to ensure efficiency and effectiveness, and to identify areas for improvement.
• Prepare tender documentation (RFP, ITB & RFQ), and source for goods and services.
• Compare and evaluate offers and ensure to obtain the best value for money.
• Conduct cost analysis and prepare purchase orders, coordinate, and monitor the delivery of goods and services, validate receipt of goods, and prepare payment documentation on time.
• Contract administration for goods and services, prepare procurement cases for contract committees (LCC/RCC/HCC) and manage supplier relationships including performance evaluation.
• Ensure implementation of effective internal control; entrenched in the design and functionality of the procurement system.
• Establish frame agreement for regularly procured goods and services to mitigate procurement delays.
• Maintain an updated supplier database to facilitate procurement of non-regular procurement action.
• Evaluate supplier performance to ensure performance meets expectations, including lead time and contract commitments.

Assets Management (Transport and Fleet Management)

• Ensure existing assets (PPEs & STIs) with UNHCR and IPs are well maintained, improve the fleet and fuel management systems, and ensure accurate and timely spare parts projection and to ensure proper usage and accountability of servicing parts.
• Ensure PPEs are physically verified annually and advise the management on replacement of vehicles under the GFM scheme.
• Ensure consumption test is conducted periodically to facilitate fuel allocation, monitoring and reporting.
• Ensure vehicles are well maintained so that punctual transportation service is provided to the staff including IPs and high-level missions.
• Conduct analysis and identify improvements of fleet management to ensure optimal utilization, availability, fuel consumption, and maintenance.
• Streamline the current fuel and vehicle maintenance processes and procedures to optimize the systems.

Warehouse Inventory Management

Coordination and oversight of logistics partner (AAHI) to ensure the following activities:

• Conduct CRIs planning, ensure inventories are properly received, stored and release as per UNHCR warehouse policies and procedure.
• Keep track of quality, quantity, stock levels, delivery times, and efficiency.
• Plan and oversee the movement of cargo in and out of the warehouse and ensure issuance to PoCs.
• Coordinate transport arrangement from supplier, ensure timely offloading of delivery trucks, timely update of stack and stock card, distribution, and filing of documents.
• Prepare MSR for CRIs issuance and ensure items are packed and shipped accordingly.
• Conduct spot checks to ensure items are properly stored, and to verify consistency in the request and issuance report.
• Conduct inventory reconciliation and quarterly physical verification with the inclusion of programme unit and other key stakeholders.
• Advise budget holder (Programme Unit) on inventory level and replenishment.

Resolve routine warehousing and logistics issues as required.

Essential Minimum Qualifications and Experience

· Advanced University Degree (Master’s Degree or equivalent) in relevant Supply Chain Management, Public Procurement, or other related fields with a minimum of five (3) years of relevant experience OR

· A First Level University Degree (Bachelor’s degree or equivalent) in Supply Chain Management, Public Procurement, or other related fields with a minimum of seven (7) years of relevant experience OR

· A High School/Secondary education with a minimum of 11 years of relevant experience is required.

Work Experience:-

• Relevant experience is defined as experience in supply chain management, logistics, or asset management.

• A minimum of 2 years of UN experience within the last five years is required.

• A minimum of 2 years of experience in the handling of web-based management systems or MSRP/ERPs is required.

• Experience with the use and knowledge of UN supply chain policies and procedures is desired.

• Experience in the usage of office software packages (MS Office, MS Project, and Smartsheets), strong knowledge of spreadsheet and database packages is desired.

Language Requirements

• Fluency in English is required (reading, writing, and speaking);

• Knowledge of another UN official language is desirable

UNHCR Core Values/Competencies:-

• Integrity

• Professionalism

• Respect for Diversity

• Creativity and innovation

• Commitment to continuous learning

• Planning and Organizing

• Results orientation

• Good communication skills

• Teamwork skills

• Effective networking skills

• Client orientation

• Technological awareness

Functional Competencies

• Knowledge Management and Learning:
• Development and Operational Effectiveness:

· Ability to interpret, analyse and resolve problems.

Information about living conditions (e.g. health care / educational facilities / basic amenities, etc.)

The town of Kakuma is located in the North-western region of Kenya. The camp is located on the outskirts of Kakuma town, which is the headquarters for Turkana West District of Turkana County. Kakuma camp and Kalobeyei Integrated Settlement has a population of 200,000 registered refugees and asylum-seekers at the end of March 2021. UNHCR Sub-Office Kakuma has two areas of operation: Kakuma Refugee Camp and Kalobeyei Integrated Settlement. Kakuma Camp is divided into four namely: Kakuma 1, 2, 3 and 4 while Kalobeyei Settlement comprises of 3 villages: Village 1, 2 and 3.

Kakuma is a security level 3 duty station, but it is relatively safe with very little criminality.

Staff members live in accommodation provided within the Office compound. The climate for most of the year is characterized by dry and hot temperatures. There are limited medical facilities in Kakuma township that are not fully equipped to deal with serious medical cases. However, the UN Compound operates a UN clinic. Evacuation opportunities are limited. However, air ambulance evacuation can be organized for life threatening emergencies during daytime. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. There are good banking facilities in Lokichoggio and Lodwar towns which are located about 1hr and 2hrs away from Kakuma, respectively, and Equity Bank and KCB in Kakuma Town.