JOB DESCRIPTION

Deadline for Applications

October 13, 2025

Grade

GS5

Staff Member / Affiliate Type

General Service

Reason

Temporary > Temporary Assignment/ Appointment

Hardship Level

A (least hardship)

Family Type

Family

Residential location (if applicable)

Target Start Date

2025-11-01

Target End Date

2025-12-31

Standard Job Description

Senior Supply Assistant

Organizational Setting and Work Relationships
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).

The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. 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.

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.
– 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, 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.

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.

– 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 G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Not specified

Relevant Job Experience
Essential
Not specified

Desirable
Not specified

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.

Desired Candidate Profile

Operational Context

The AP Transitional Support Hub is established to provide transitional, centralized support to country operations across the Asia-Pacific region in the wake of structural and operational changes resulting from organizational reforms. With several field offices operating with limited capacities in support functions due to footprint reductions, the Hub plays a critical interim transitional role in ensuring continuity and quality of transactional services until GSS is fully operational and absorbs the functions of the Hub.

The Supply function of the Hub delivers supply related services to selected small and medium size operations, including providing support and guidance to certain modules in UNHCR finance/supply ERP System (Cloud ERP). The Senior Supply Assistant must provide procurement support and guidance and at times directly managing procurement requirements with a monetary value less than 40,000 USD for country operations. These services are guided by UNHCR Policies and Administrative Instructions governing procurement and Committees on Contracts. Standards and processes are aligned with global standards and internal control frameworks.

The Senior Supply Assistant will work under the direct supervision of a Supply Associate, in close coordination with respective operations and the Supply Unit of the regional Bureau. The position requires a good understanding of procurement processes, and a client-service mindset. The Senior Supply Assistant must further be able to work in a high-volume, fast-paced environment while maintaining high standards of accuracy and compliance.

The work is considered transactional in nature but strategically significant, as it helps strengthen compliance with procurement rules and regulations and operational efficiency in some of the region’s most resource-constrained locations. The work further aims to improve data accuracy by providing guidance in use of UNHCR ERP finance and supply system referred to as Cloud ERP or in short CERP.
The Hub operates in a dynamic, multicultural environment that requires flexibility, adaptability, and a commitment to collaborative problem-solving.

Located in UNHCR Office in Kuala Lumpur, Malaysia, as part of AP transitional Support Hub, the Senior Supply Assistant operates under the supervision of the Supply Associate, with Functional technical dotted line to the Supply Unit in Regional Bureau of Asia and Pacific.

The Senior Supply Assistant will support the Supply Associate with developing work plans and identifying work priorities and appropriate approaches. The incumbent will receive technical and functional guidance from the Supply Unit at the Regional Bureau on supply related issues, in line with policies and procedures governing the Supply function. The Senior Supply Assistant should support the effective delivery of transactional Supply services for operations in the region, in alignment with organizational Supply rules, procedures, and internal controls.

The Senior Supply Assistant will support the Supply Associate with:
• Support and guidance on procurement actions for small and medium size operations for procurement transaction with a monetary values less than 40,000 USD.
• Support and guidance related to developing specs/TOR/SOW/BQ for small and medium size operations for any procurement transaction with a monetary values less than 40,000 USD.
• Provide support and/or manage on behalf of country operations certain modules in CERP such as PO and contract creation, receipt and put-away (goods), creation of Material Release Issue (MRIs) and Inventory classifications etc.

In addition to carrying out the responsibilities as described in the Standard Job Description, the specific responsibilities of the incumbent are to process supply transactions and provide support to countries on low value procurement requirements.

The incumbent will contribute towards key performance Indicators in compliance with UNHCR Supply policies and procedures.

Skills for such would also be desirable, including the exposure to use of web-based, online tools.

S/he should be a strong team player, good communicator, flexible and proactive to support in managing range of issues, challenges, promoting collaboration and diversity in a multicultural environment.

Desired Candidate Profile:

• The candidate ideally has a good understanding and knowledge of UNHCR Supply Chain Policies, and Administrative Instructions governing procurement, logistics and inventory management
• Some knowledge or past working experience related to procurement governed by standards for public procurement
• Client-focused with good communication and interpersonal skills
• Experience of working with Enterprise Resource Management (cloud based) management software (like Cloud ERP) or similar applications
• Some understanding of internal controls and audit preparedness
• Strong attention to detail and numerical accuracy
• Some technical background or work experience in a technical area would be considered an added value
• Integrity, discretion, and professionalism

Functional Clearance

This position doesn”t require a functional clearance

Required languages (expected Overall ability is at least B2 level)

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,

Desired languages

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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

Work Experience

UNHCR Salary Calculator

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

Other information

Initial contract duration: 1 November – 31 December 2025, with the possibility of extension.