Senior Supply Associate (m/f)

Description

• Category/grade: General Service, G7
• Post Number: Temporary appointment
• Type of contract: Temporary appointment for 3 months initially
• The Effective Date of Assignment: As soon as possible

Operational Context

• 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 and field offices in Nampula and Pemba. The Senior Supply Associate will work under the supervision of the Administrative and Finance Officer and with the support and guidance from the Regional Supply Unit in Pretoria. The working language in the UNHCR offices in Mozambique is English. The Senior Supply Associate will not have direct supervisees, however (s)he will work closely with colleagues from the three offices while executing the duties detailed further below. As the most senior supply staff in the UNHCR Mozambique operation, the Senior Supply Associate position will have an oversight role on the supply related activities and processes in the UNHCR offices in Mozambique
• The Senior Supply Associate manages and supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring, as applicable for the area of responsibility (AoR). The incumbent maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the Senior Supply Associate is to support and monitor the management of material resources within the geographical area covered while exercising efficiency in the use of the available resources
• 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

• In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern
• 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 & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems
• Prepare supply chain management plans, implement them and provide information on the status of requests and the availability of items in the different steps of the supply chain
• 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 and draft bid-tabulations and prepare proposals for award of contracts to the Committee on Contracts
• Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence
• Support warehouse management; monitor the manufacture/transport of ordered goods and relocations of goods between UNHCR warehouses 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
• Ensure that PPE agreements are properly issued and signed
• Ensure proper preparation of disposal forms and cases for the Asset Management Board
• Provide asset management reports, customized reports, and gather information on all assets and provide 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 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 local liaison with partners to effectively support the supply activities
• Provide effective local support to UNHCR supply chain to develop an infrastructure that accommodates the needs of its operation
• Manage storage of goods according to "best practices" and UNHCR rules and regulations
• Ensure timely customs clearance of consignments
• 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
• Establish PPE status through regular physical verification
• Manage PPE disposal process for the old/obsolete items according to Asset Management Board decisions and plan for replacement items
• Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organization including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), and organization of the physical verification of PPE
• 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

• Minimum Qualifications:
• Years of Experience/Degree Level:
• For G7: 4 years relevant experience with High school diploma, OR
• 2 years relevant experience with Bachelor’s degree or equivalent or Higher level Degree
• Certificates and/or Licenses:
• Trade
• Commerce
• Business Administration
• Economics
• Marketing or other relevant field
• Relevant Job Experience:
• Desirable:
• Other UN procurement and logistics training – such as IAPSO and UNPD
• Functional Skills:
• IT-Computer Literacy
• SC-PeopleSoft Supply Chain Management
• SC-Supply Planning
• SC-Public procurement
• SC-Customs clearance
• SC-Logistics
• SC-Warehouse Management
• SC-Asset Management
• SC-Fleet Management
• Language Requirements:
• Knowledge of English and/or UN working language of the duty station if not English.
• Competency requirements:
• Core Competencies:
• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation
• Managerial Competencies:
• Empowering and Building Trust
• Managing Performance
• Cross-Functional Competencies:
• Analytical Thinking
• Planning and Organizing
• Stakeholder Management

Benefits

• Remuneration: 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

• Eligibility: Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.1). If you have questions regarding your eligibility, you may also contact the HR Unit
• External candidates: External candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country
• Personal History Form not submitted in UNHCR format as well as 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 strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality, and culture. All applications will be treated with the strictest confidentiality
• UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behaviour 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

How to Apply

Application

• Interested candidates meeting the above requirements are requested to submit their applications with fully complete and signed Personal History Form and Supplementary Pages (https://www.unhcr.org/afr/how-to-apply.html) as well as updated factsheet (internal candidates only) via email to: mozma@unhcr.org with the Subject line “Senior Supply Associate”