Senior Supply Assistant (SC5) in Termez

United Nations High Commissioner for Refugees (UNHCR) has established a sub-regional supply hub in Termez, Surkhandarya region to support humanitarian operations in Afghanistan. The position of Senior Supply Assistant will be based in Termez and will directly report to the Program Officer in Multi-Country Office Almaty. The Senior Supply Assistant provides supply 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).
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 area of responsibility covered while exercising efficiency in the use of those resources.
The candidate should have demonstrated experience in dealing with procurement and logistics matters, ideally in a UN agency, NGO or a public organization. The candidate shall have knowledge of UN procurement rules and regulations as well as notions on warehousing and inventory management matters. The Senior Supply Assistant aims to support the office in the procurement processes for the supply of goods and services, as well as the logistics and delivery of import and or export of goods. The candidate must have strong communication skills, oral and written level of English, Uzbek and Russian to effectively liaise and assist all UNHCR field operations in the area. The candidate should have strong analytical skills and to the best extent possible experience in dealing with partners, collect supply information, monitor, reporting, keep records and implement administrative requirements. Demonstrated skills in negotiations with vendors, vendor management and contract administration are an extra asset for selection purposes. S/he must have the ability in working in cross-cultural environments, independently and with a proactive approach.
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 and Responsibilities

• Support to the UNHCR office/s in the procurement processes
• Administer the logistics and delivery of goods/services
• Management of material resources/asset
• Ensure knowledge building and knowledge sharing

Ensures provision of support to the office in the procurement processes, focusing on achievement of the following results:

 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.
 Apply UNHCR’s sourcing & procurement strategy when planning for purchase of important commodities and services.
 Initiate custom clearance of consignments, draft exemption requests, and liaise with local agents.
 Support warehouse management of inventory and assist with planning of goods & services deliveries, and provide information on the status of requests and the availability of items in the supply chain.
 Maintain accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request.
 Examine purchase requests to ensure conformity and liaise with requesters.
 Prepare quotation requests and tenders, produce bid-tabulations from tenders and prepare Purchase Orders for approval.
 Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
 Provide information on all procurement activities within the AoR.
 Produce standard asset management reports and other asset information, periodically and when requested.
 Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.
 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 MCO Operations in Cloud ERP management as required.
 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.
 

Competencies

Corporate Competencies:
• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Promoting Accountability and Results-Based Management
• Gathering and disseminating information;
• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports;
• Maintains databases

Organizational Awareness and Commitment to Continuous Learning
• Conducts basic research and analysis;
• Researches best practices and poses new, more effective ways of doing things
Teamwork & Collaboration
• Establishes and develops networks that deliver powerful collaborations
• Demonstrates and encourages teamwork and co-creation, internally and externally, to achieve joint objectives and results
• Acts in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others.
 

Client & Result Orientation
• Maintains effective client relationships;
• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly
 

Job Knowledge/Technical Expertise
• Generates fundamental knowledge of processes, methods and procedures;
• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
• Presentation of information on best practices in organizational change;
• Demonstrates ability to identify problems and proposes solutions

Functional Skills:
IT-Computer literacy
• Regular following new technologies and technical trends, research the technologies that are applicable and beneficial to the organization and develop the systems.

SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset Management

Cross-Functional Competencies:
Analytical Thinking
• Ability to develop effectively strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
• Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP
 

Communication
• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels
 

Planning and Organizing
• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Technological Awareness
• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Required Skills and Experience

• Secondary education. Bachelor’s degree economics, finance, business administration and socio-economic development with 2 years of relevant work experience
  

Experience:

Essential Criteria

• 5 years working experience in project implementation, logistics, customs clearance, supply activities and related areas in combination with secondary education; or 2 years of relevant work experience with Bachelor or equivalent or higher.

Desirable Criteria

1. Knowledge of UN procurement rules and regulations, inventory management
2. Experience in contract negotiations and handling contract issues
3. Proficient knowledge of logistics/supply systems with proven experience at previous work positions.
4. Familiar with UN/UNHCR Enterprise Resource Planning systems (i.e. Cloud ERP). Previous work with UN is an asset

Language Requirements:

• Fluency in English, Uzbek and Russian languages