Assistant Supply Officer (m/f)

Description

• The United Nations High Commissioner for Refugees (UNHCR) is an international organization with the mandate to assist persons in need of international protection; asylum seekers; refugees; statelessness; and internally displaced persons. The UNHCR operation in Mozambique has its main office in Maputo, field office in Nampula and sub-office in Pemba. The working language in the UNHCR offices in Mozambique is English
• This position reports to the Head of Sub-Office in Pemba. Technical guidance will be provided by the Supply Officer, based in Maputo. The incumbent will supervise one (1) national staff
• 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
• 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 Supply Management Service (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

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
• Analyze 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, customized reports, and gathers information on all assets and provides in-depth reports periodically and when requested
• Analyze 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 analyses 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

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 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 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 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 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

Requisites

• For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Years of Experience/Degree Level in

• 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

• Essential
• Not specified

Desirable

• Other UN procurement and logistics training – such as IAPSO and UNPD
• IT-Computer Literacy
• IT-PeopleSoft Supply Chain Management
• SC-Supply Planning
• SC-Customs clearance
• SC-Logistics S
• C-Warehouse Management
• SC-Asset Management
• SC-Fleet Management
• SC-UN/UNHCR Procurement Rules and Procedures
• For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language

Competency requirements

• All jobs at UNHCR require six core competencies and may also require managerial competencies and/or crossfunctional competencies. The six core competencies are listed below

Core Competencies

• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation

Managerial Competencies

• Managing Resources
• Empowering and Building Trust

Cross-Functional Competencies

• Analytical Thinking
• Planning and Organizing
• Stakeholder Management

Benefits

• A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org

Notes

• Only shortlisted applicants will be contacted

Eligibility

• Candidates must be Mozambican Nationals
• Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.2). If you have questions regarding your eligibility, you may also contact the HR Unit
• In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies
• Group 1 candidates: Current NPO staff members holding an indefinite or fixed-term appointment are eligible to apply to advertised positions in the NPO category at their personal grade and one grade below or above, as Group 1 candidates
• External candidates: All other candidates are eligible to apply to positions in the NPO category as external candidates, including GS staff members holding a university degree and fulfilling eligibility requirements, regardless of grade or length of service, who may apply to any vacant NPO position in their country of assignment for which they qualify. External candidates must meet the essential minimum requirements of the position

Submission of Applications

• Please kindly note this is a Fast-track vacancy. In line with Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.2) timeframe for filling of vacancies should in principle be reduced by half at each stage to expedite the filling of vacancies under accelerated Fast Track procedures
• Interested internal candidates need to apply through MSRP – Self-Service – Recruiting Activities – Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile
• Interested external applicants need to apply online and complete the mandatory motivation letter. For help with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. https://www.unhcr.org/careers.html – Careers – Career opportunities – Other Opportunities – Vacancies – sort by Location or search by Job Opening number
• Applications will be accepted only via the online portals. Please do not send application via email
• Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees)
• The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application
• UNHCR is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. UNHCR seeks to ensure that male and female employees are given equal career opportunities. All applications will be treated with the strictest confidentiality
• UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80
• UNHCR only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For any technical problems encountered during the online application, please send an email to the below email address titled “Online VA Query-your name and surname”. Human Resources Maputo mozma@unhcr.org