Supply Assistant (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 and field offices in Nampula and Pemba. The working language in the UNHCR offices in Mozambique is English
• The Supply Assistant provides support to all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility (AoR)
• The Supply Assistant will function under the direct supervision of the Head of Field Office in Nampula. However technical guidance will be received from Supply Higher Function. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific 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 incumbent is to support the management of material resources within the geographical area covered while exercising efficiency in the use of those resources
• The Supply Assistant should be highly motivated to learn
• Category/grade: General Service, G4
• Post Number: 10015375
• Type of contract: Fixed-Term Appointment (FTA)
• The Effective Date of Assignment: As soon as possible

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
• Support warehouse management, assist the process of the custom clearance of consignments, draft exemption requests, assist with goods & services deliveries and provide information on the status of requests and the availability of items in the supply chain
• Assist in maintaining accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request
• Assist in the preparation of purchase requests
• Prepare quotation requests and tenders, produce bid-tabulations from tenders, and prepare purchase orders for approval as per instructions of senior Supply staff or other line managers
• Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services
• Produce standard asset management reports and other asset information, periodically and when requested
• Identify and assess vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases
• Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making

In the Regional Bureaux

• Track global Supply KPIs for the region and assist in preparation of regional ones, as required
• Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and provide relevant reports to senior managers
• Assist Country Operations in MSRP management

In the Country Operations

• Ensure local liaison to effectively support the supply activities
• Assist in the management of the storage of goods according to "best practices" and UNHCR rules and regulations
• Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation including registration and marking of new PPE, physical verification of PPE, preparation of agreements and disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE
• Perform other related duties as required

Requisites

• Years of Experience/Degree Level:
• For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
• Certificates and/or Licenses:
• Not specified
• Relevant Job Experience:
• Essential
• Not specified
• Desirable:
• Not specified
• Functional Skills:
• IT-Computer literacy
• SC-Supply Planning
• 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:
• All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional 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:
• Not applicable
• Cross-Functional Competencies:
• Analytical Thinking
• Planning and Organizing
• Technological Awareness

Notas

• 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
• In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies
• Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above
• Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy:
• Currently employed locally recruited UNHCR staff members holding a Temporary Appointment
• Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females)
• National United Nations Volunteers currently working for UNHCR
• National UNOPS and individual contractors currently working for UNHCR
• Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member’s personal grade
• Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post
• Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post
• Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment
• 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
• 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
• Submission of Applications: Interested internal candidates (Group 1 and Group 2) should 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 are also invited to apply online and complete the mandatory motivation letter. 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
• 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 only candidates who have passed the test successfully will be called for oral interviews. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees). Applications will be accepted only via the online portals. Please do not send application via email
• 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