General Background
UNHCR, the UN Refugee Agency, is a global organization dedicated to saving lives, protecting rights
and building a better future for refugees, forcibly displaced communities and stateless people.
UNHCR has completed a Business Transformation Programme (BTP) to improve its business and
results by end of 2023.
Within the context of the Business Transformation Programme (BTP), UNHCR’s strategy for Financial
Management (FM), Contributions Management (CM), and Supply Chain Management (SCM) was to
realize the vision of the functional divisions by implementing new and more agile ways of working,
addressing key business challenges, and increasing capabilities.
This component of the BTP was a key element of the transformation, involving replacing the
organization’s Enterprise Resource Planning (ERP) application. With the aim of providing UNHCR
new operational, planning and back-office systems using digital-era cloud technologies and modern
ERP solutions. The project deployed the Oracle Cloud ERP Saas offering for the related functional
process areas in September 2023.
For the hyper care during the period ensuing the go-live, the Division of Emergency, Security and
Supply (DESS) has set up a support structure to respond to queries from UNHCR’s global workforce
in adopting the new system. It is expected the use of the system will stabilize over the course of
2024-2025 and direct user support activities will be gradually mainstreamed in regular business functions. There is however the need to continue accompanying process owners and the user
community as a number of new functionalities and are scheduled to be introduced and adjustments
to the existing processes are foreseen.
Purpose and Scope of Assignment
The incumbent will work in a team within the Supply Management Service (SMS) of DESS, which is
responsible for monitoring and responding to support requests and queries in relation to the use
of the Cloud ERP in UNHCR’s supply chain business processes, using a service management portal.
The incumbent will work with other teams within SMS and also with teams responsible for other
functional areas from other divisions to find a resolution to cross-functional issues.
Under the guidance of the team lead, the incumbent’s tasks will include:
– Using the corporate service management portal, review support requests on a first-comefirst served basis;
– Respond to support requests in a customer-oriented manner and with clearly explained
solutions;
– Liaise with process owners and other functional teams such as finance and programme
managers to find a solution to support requests;
– Monitor and facilitate discussions and questions raised in the community of practice of
users and assist colleagues find solutions or point to appropriate resources:
– Contribute to building of learning resources, webinar materials and other innovative tools
in promotion of self-help for users in finding solutions; and
– Interact with the user community at large to understand common issues and proactively
find ways to share knowledge in an effective and structured manner.
3. Monitoring and Progress Controls
The Supply Associate will be part of a team led by the DESS Senior Supply Coordinator who will
regularly monitor the work of the incumbent.
4. Qualifications and Experience
a. Education (Level and area of required and/or preferred education)
Business Administration,
Engineering,
Logistics,
Supply Chain Management,
International Commerce or other relevant field.
b. Work Experience
For G6- 3 years relevant experience with High School Diploma; or 2 years relevant work experience
with Bachelor or higher degree is required.
c. Key Competencies
• Must be customer-oriented
• Must be a team player
• Must be able to plan and organize own work
• Strong analytical skills
• Clear and inclusive communication skills in English
• Proficiency in another UN language would be an asset.
• Experience with Supply Chain business processes in different UN Organizations, and/or
humanitarian actors is desired.
• Experience in projects which have implemented large-scale ERP Supply Chain solutions
such as Oracle and SAP is desired.
Standard Job Description
Supply Associate
Organizational Setting and Work Relationships
The 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 within the area of responsibility.
The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some staff in the office. 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 incumbent is to support and monitor the supply activities assigned to him/her 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. Ensure timely customs clearance of consignments.
– 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, and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts.
– Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods 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.
– Provide asset management reports, customised reports, and gathers information on all assets and provides 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 and promote UNHCR’s global policies, standards and guidance on supply chain management.
In the Regional Bureaux:
– Track the progress of specific operations and provide guidance that ensures timely implementation.
– 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 that they are implemented throughout the region and provide relevant reports to senior 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.
– Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
– Support the work of the Regional Contracts Committee (RCC) through e.g. compiling and checking documents for RCC meetings, taking minutes, communicating decisions.
In the Country Operations:
– Ensure local liaison with partners to effectively support the supply activities.
– Manage storage of goods according to “best practices” and UNHCR rules and regulations.
– 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.
– 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), organisation of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organise the disposal of PPE according to Asset Management Board decisions.
– 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 G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
n/a
Certificates and/or Licenses
Trade, Business Administration, Economics, Marketing
or a related 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-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset Management
SC-Fleet Management
(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.
Required Languages
,
,
Desired Languages
,
,
Additional Qualifications
Skills
IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-Warehouse Management
Education
Certifications
Business Administration – Other, Economics – Other, HCR Learning Program – UNHCR, HCR Supply Chain Learning Program – UNHCR, IAPSO/UNDP Procurement – Other, Logistics – Other, Marketing – Other
Work Experience
Other information
This position doesn’t require a functional clearance
Home-Based
No
How to apply
For a full job description and to apply, interested candidates are requested to visit
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, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
Closing date of receipt of applications: 11 November 2024