Senior Supply Associate

A (least hardship)

Family

Family

GS7

General Service

Reason

Regular > Regular Assignment

No

2025-01-01

November 28, 2024

Senior Supply Associate

Organizational Setting and Work Relationships
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 is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he may supervise some general service and/or AWF staff. 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.
– Contribute to preparing 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, customised 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 analyse 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
– Track the progress of specific operations and advice senior regional and/or country operation¿s management including guidance that ensures timely implementation and/or corrective actions, as required.
– Assist in coaching and advising individuals as requested.
– Track global Supply KPIs for the region and assist in devising 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 compliance through provision of guidance and advice to senior regional and country operation¿s 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 by providing advice and corrective measures in compliance with Supply and Financial rules and regulations.
– Support the country needs assessment plans and ensure their full inclusion/reflection in the regional procurement plans. Monitor the implementation and propose/review revisions based on operational needs.

In the Country Operations
– 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 organisation including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), and organisation 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.

– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G7 – 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Trade; Commerce; Business Administration;
Economics; Marketing; or other relevant field.
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified

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-Logistics
SC-Warehouse Management
SC-Asset Management
SC-Fleet Management
SC-Customs clearance
SC-Public procurement
(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.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

The Senior Supply Associate supports supply activities in NHCR Rwanda operation, including Sub offices, field Offices and field units in Kirehe, Huye, Kabarore Karongi and operations in Gashora transit center, Mahama refugee camp, Nkamira transit camp Kijote refugee camp. The Senior Supply Associate reports to the Supply Officer. S/he maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate supply activities in the operations. As and when required, the incumbent will provide support to other units under their respective areas of responsibility.

The incumbent would be expected to actively participate in coordination meetings, strengthen communications inflow between offices; cooperate with other stakeholders to better respond to emergency needs; build capacity and develop performance management/monitoring tools to mitigate bottlenecks/risks to ensure efficient utilization of funds and timely delivery of humanitarian assistance.

S/he will ensure an effective supply chain that enables UNHCR Rwanda 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 support to create/maintain 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 incumbent will also support to ensure that the supply chain optimized and aligned with the operations’ evolving needs and management systems.

The incumbent will support the coordination of the delivery of assistance from the country Office warehouse to field locations. S/he will liaise with staff who manage Global Stockpiles and who manage the Global Asset and Fleet Management with particular attention to the management of the local fleet pool including repairs and fuel consumption. In addition, the incumbent will coordinate with supply chain management regarding policies, overall planning, and management of resources that have an impact on Supply or where Supply has an impact on other parts of the operation.

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

Additional Qualifications

Skills

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Public procurement, SC-Supply Planning, SC-Warehouse Management

Certifications

Business Administration – Other, Commerce – Other, Economics – Other, HCR Learning Program – UNHCR, HCR Supply Chain Learning Program – UNHCR, IAPSO/UNDP Procurement – Other, Marketing – Other, Trade – Other

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn’t require a functional clearance