1. Job Information
Title: Supply Officer
Functional Group - Level 3
Grade – IICA 2/P3
Position: UNOPS (Individual Contractor)
Supervisor's Title: Senior Supply Officer
2. Organizational Setting and Work Relationships
The Supply Officer supports the supply activities at the global, regional, or country operations level. The position in a Country Office. In the Bureau, the incumbent will be reporting to the Senior Supply Officer. The incumbent maintains contact with other UN agencies, NGOs, government partners, and commercial contractors to facilitate supply activities operations. The incumbent may functionally supervise general service staff in the office. As and when required, the incumbent will provide support to other units under the respective area of responsibility.
S/he will ensure an effective supply chain that enables the office to meet the needs of persons of concern as well as the timely delivery of quality goods and services to persons of concern. The incumbent will also create/maintain offices' supply chain optimized and aligned with the operations' evolving needs and management systems.
The incumbent 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.
In addition, the incumbent will coordinate with SMS regarding policies on partner procurement, overall planning, and management of resources that have an impact on Supply or where Supply has an impact on other parts of the operation.
All 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.
3. Duties
Support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset, and fleet management in the operation.
Support the procurement process to ensure timely, cost-effective, and adequate delivery of commodities and services to support operational needs.
Contribute to the development of relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies, and others, to foster mutual cooperation for the timely delivery of relief items avoiding bottlenecks.
Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
Guide the office should they need additional office space or extensions to their office leases, lease hold improvements, or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.
Assist in the coordination with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is an option. Carry out the procurement action to contract Financial Service Providers (FSP).
Support the Identification of partners for supply chain projects based on objectives, priorities, strengths, and resources of the Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
Participate in identifying, assessing, and selecting vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
Analyze the quality of commodities and services delivered in relation to the needs of the location and established quality standards.
Support the coordination activities of Partners and/or contractors performing supply-related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures.
Maintain an up-to-date overview of the location's supply chain capacity and preparedness, as well as, that of its partners to ensure that adequate capacity exists also to cover emergencies. 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.
Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests, and the availability of items in the supply chain.
Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards, and guidance on supply chain management.
Review past OIOS audit reports on partners, identify comments and recommendations, and support, monitor, and report on their implementation.
Prior to the conclusion of Partnership Agreement (PA) with a partner, the Supply Officer, Partner Procurement shall conduct a procurement capacity assessment, as part of the Multi-Functional Team (MFT) shall conduct a comparative advantage review and based on the findings shall advise the chairperson of the Implementing Partnership Management Committee (IPMC) on the decision to entrust procurement to the partner.
She/he shall review procurement manuals of partners with Prequalification for Procurement status (PQP) assess their compatibility with UNHCR procurement rules and the principles of procurement and flag any incompatibilities to the Partner Procurement Unit of Supply Management Services.
The incumbent shall monitor Partners’ procurement activities and compile reports on the progress made while advising and supporting the partners as and when required.
She/he shall participate in partners’ project verification and join monitoring exercises and shall provide procurement inputs in the PMC-03: Project Verification Report.
The supply Officer, Partner Procurement shall identify partners’ staff training needs, and shall organize 2 trainings each year for all partners’ procurement and Admin staff in Sudan.
4. Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree**
Field(s) of Education
Supply Chain Management;
Business Administration;
International Commerce;
Engineering;
or other relevant fields.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS;
Relevant Job Experience
Essential
Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organize work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service-oriented manner. Proven ability to manage a team.
Desirable
Database management skills and experience and working knowledge of ERP systems, ideally of UNHCR’s MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, or other public procurement training. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Aviation services knowledge for movements of goods/passengers.
Functional Skills
UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
SC-Supply Chain/Procurement Management;
*SC-UNHCR Procurement Rules and Procedures;
*Supply Chain planning and strategy development;
DM-Database Management
MG-Negotiation;
(Functional Skills marked with an asterisk* are essential)
Language Requirements
*For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.*
5. Competency Requirements
Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies:
Managing Performance
Managing Resources
Empowering and Building Trust
Judgment and Decision Making
Cross-Functional Competencies:
Planning and Organizing
Analytical Thinking
Stakeholder Management
How to apply:
Interested applicants should submit their letter of motivation, Personal History Form (PHF), and CV to [SUDKH-HR@unhcr.org] indicating [ Supply Officer] in the subject of the email.
Personal History Forms are available at PHF Form / Supplementary Sheet.
The UNHCR workforce consists of many diverse nationalities, cultures, languages, and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, color, sex, national origin, age, religion, disability, sexual orientation, and gender identity.