Senior Supply Officer

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

A (least hardship)Family PR4Professional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular AssignmentNo2024-04-01November 28, 2023

Senior Supply Officer

Organizational Setting and Work Relationships
The Senior Supply Officer leads, oversees, coordinates and supports the supply activities at global, regional or country operations level. The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office. In the Bureau the incumbent normally reports to the Senior Operations Coordinator or to the Head of Bureau Strategic Planning and Management Service or the Senior Strategic Planning and Management Coordinator. In the Country Operation s/he normally reports to the Head of Office, to the Representative or the Deputy Representative (Operations) at the same level as the Programme and Administration functions. The incumbent directly supervises professional and general service staff in an operation.

The incumbent will ensure effective local supply chain that enables the operation to meet the needs of persons of concerns as well as timely delivery of quality goods and services to persons of concern.
The incumbent will advise Country Operations on how 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 regional oversite of effective partners to support supply activities.

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 the Bureau the incumbent will assist upon needs, in operations will coordinate the delivery of assistance from the regional warehouse, if applicable. S/he will liaise with SMS staff who manage the Global Stockpiles and who manage the Global Asset and Fleet Management, if and as required. In addition, the incumbent will coordinate with SMS 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.

In the Bureau the Senior Supply Officer function extends to providing advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement, logistics and asset management rules and regulations; as well as support supply planning, implementation, reporting and statistics. The Senior Supply Officer, being part of the Bureau Supply team will, take on the role of advising, analysing and coaching the supply functions at Country Operation levels. The Senior Supply Officer from the Bureau will primarily focus on advising and reviewing the sourcing/procurement aspects of the supply function, as Bureau remains a procurement-prone region requiring a sound level of risk management tools. In complex and challenging operational environment, an excellent procurement expertise will then be required to mainstream UN procurement principles as well as UNHCR internal policies throughout the region. Furthermore, the incumbent will be the ex-officio of the Regional Committee on Contracts which has been established to approve cases at a higher threshold than the Local Committee on Contracts. In addition, the incumbent will review procurement cases from the operations that are above the country operations delegations, provide feedback as required and clear them for the relevant procurement authority. S/he will also have a large responsibility on capturing, analysing and reporting the information from the different Country Operations of the Bureau. This would require strong interaction and coordination in addition to an excellent knowledge of UNHCR tools (MSRP, Focus) and data analysis.

In country operations the incumbent will have direct working relationship/arrangement with the Head of UNHCR offices that fall within the domain of the office and will also have a responsibility to monitor, coach, guide and intervene with the staff within the given area of responsibility.
The incumbent will also create/maintain offices' supply chain optimised and aligned with the operations' evolving needs and management systems.

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
- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- Coordinate and manage all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation.
- Coordinate and manage the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- Develop 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 such as streamlining customs clearance processes.
- Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs.
- Support and 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.
- Coordinate with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).
- Identify 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.
- Identify, assess and select vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increase efficiency and safeguards the investment of the organisation.
- Draw up plans for the disposal and replacement of old and obsolete asset and coordinate with SMS on the proper disposal of assets.
- Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards.
- Coordinate activities of Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures. Ensure Supply participation in the multifunctional teams for partner verification.
- Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.
- 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 exist also to cover emergencies.
- 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.
- 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.
- Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.
- Coordinate the work of the supply units so as to achieve operational objectives in a timely and cost-effective manner. Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.
- Prepare plans for delivery of relief items according to UNHCR's short and medium term requirements.
- Plan and develop an effective procurement plan for the geographical area of responsibility taking into account local procurement options. Use procurement planning tools and DEMANTRA demand planning.
- Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plan.
- Act as ex-officio for the related contract committee. Review and/or clear procurement cases for the relevant procurement authority.
- Assess the environment and situation in which a supply operation will take place. Implement supply operations in the best manner possible through elimination of obstacles.
- Sustain the supply chain's capacity throughout an emergency and ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.
- Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project execution against the plans and take action when actual implementation deviates from plans.

- Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
- Perform other related duties as required.

In the Regional Bureaux:
- Advise Country Operation on how to implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented.
- Ensure that global Supply policies are understood by all Supply teams in the region by offering summaries and relevant interpretations in the regional context.
- Seek opportunities for regionalizing and streamlining Supply operations where operational advantage can be achieved
- Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
- Organize and deliver training at regional level in the different Supply functions such as procurement, logistics, asset and fleet management.
- Coach and advise individuals or Supply teams as requested.
- Tracks global Supply KPIs for the region and devise regional ones as required.
- Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, year-end accounts closure procedures and ensure that they are implemented throughout the region.
- Regularly visit country operations and their Supply teams including visits to camps and other operational sites, provide oversight and support within the operational context.
- Provide a diagnostic on MSRP management reports for country operations, and coordinating with the Regional Supply Coordinator for necessary follow-up to ensure that data, in particular stocks accurately and completely reflect the reality in the warehouses.
- Review country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations.
- Ensure that country needs assessment plans are established, combine them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Monitor and advise operations on import and customs clearance (as required) to resolve and ensure bottlenecks a smooth flow of goods to the operations.
- Ensure coordinated emergency deployments of supply staff in consultation with SMS to countries in the Bureau.

- Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P4/NOD - 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree

Field(s) of Education
Supply Chain Management; Business Administration; International Commerce; Engineering or other relevant field.

Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS
(Certificates and Licenses marked with an asterisk* are essential)

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 organise 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 trainings. 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 Planning
SC-UN/UNHCR Procurement Rules and Procedures
DM-Database 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.

To carry out the functions as described in the Operational Context and the Job Description, the desired candidate is expected to exhibit planning skills to strategically navigate complex procurement tenders and logistics operations, combined with extensive experience in dealing with diverse stakeholders such as UN agencies, NGOs, and public organizations.

Overall, the role demands a seasoned professional with a comprehensive skill set in planning, leadership, coordination, and communication, essential for ensuring the smooth and effective functioning of the supply chain. He/she should exhibit advanced analytical skills, including the ability to analyze and evaluate data related to the supply chain, identifying issues, trends, and predicting future needs.

The role involves extensive coordination with partners, necessitating strong negotiation skills, collect and disseminate supply information, monitor operations, generate reports, maintain meticulous records, and ensure compliance with administrative requirements. Having previous experience in working under stressful environments and emergency settings is a prerequisite underlining the importance of maintaining composure and strategic thinking in challenging situations.

Required skills of the Senior Supply Officer are:
- Extensive experience in procurement management, humanitarian logistics and procurement by partners
- Sound knowledge of UNHCR transformation, and proven planning skills and change management-oriented attitude.
- Ability to build and nurture a high performing team
- Demonstrated training and capacity building skills
- Previous working experience within UNHCR in an emergency setting and operation inception is considered an asset
- Demonstrated leadership during crisis and emergencies
- Demonstrated ability to navigate and manage transitions in demanding working environments
- Expertise in complex contract analysis and negotiation
- Supplier relationship development and management
- Stakeholder management and collaboration
- Diploma in strategic public procurement is an asset
- Certification in sustainable procurement is an asset
- Tech-savviness
- Knowledge and working experience with Oracle Cloud ERP and Aconex platforms is an asset
- Previous experience in the Ukraine situation will be considered as an asset
- Excellent command of English is required, knowledge of Russian and Romanian is considered as an asset,
- knowledge of another UN language is desirable

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Romanian

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Russian

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Operational context

Occupational Safety and Health Considerations

To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position

Since the outbreak of the war in the Ukraine, over 964,000 people have entered the Republic of Moldova, mostly women, children, and older persons. While many have since moved onwards into the European Union, over 111,000 persons displaced from Ukraine remain in the country. 

As a response to the refugee crisis, UNHCR has re-established its presence by opening a country office in Chisinau and two border field units with Ukraine located in Otaci and Palanca, working closely together with the Government of Moldova and local authorities. Under the Refugee Coordination Forum, the response takes a multi-sectoral approach ensuring complementarity to Government responses. 

In order to support UNHCR Moldova’s strategic goals and activities, the Supply Unit is responsible for all procurement tasks of the operation. This includes direct procurements for UNHCR’s own internal needs, as well as purchases for UNHCR’s direct implementation activities (e.g. goods and services for beneficiaries and Governmental partners). In addition, the Supply Unit is responsible for providing guidance, training and control for the procurements of UNHCR’s Implementing Partners. In 2022, the Supply Unit ran over 220 procurement procedures with a total value of over 10 million USD while in 2023 the amount is expected to be around 50 procedures.

In addition to the procurement tasks, the Supply Unit is also responsible for all logistical, inventory and warehouse-related tasks in Moldova. Currently, the Unit manages a warehouse of over 9,000 square meters and a stock worth of over 5 million USD. The Supply Unit is responsible for the storage, inventory, shipping of Core Relief and other items in the warehouse.

In support of assistance delivery in partnership with non-governmental and civil society entities, the Supply Unit is also dedicated to providing active support to 19 organizations by maintaining regular contact through monitoring of procurement activities and developing capacity through regular trainings.

As part of the management team for the operation, the Head of Supply also provides regular inputs to cross-functional and management teams in terms of procurement planning, costing, timelines and also provides technical expertise for project implementation. The Senior Supply Officer is also expected to be fully engaged in the contingency planning done by the Government and UNHCR.

In order to be able to provide a robust supply response to needs, the Supply Unit maintains an up-to-date Vendor database and regularly interacts with market operators to provide training, to obtain feedback and to continuously improve UNHCR’s local market knowledge. The key to a timely, efficient and effective response to needs is lasting, strong partnerships and Framework Agreements with key market players, therefore the Supply Unit maintains and renews various agreements with partners.

In the framework of the Refugee Coordination Forum established by the Government and UNHCR at the onset of the crisis, the Senior Supply Officer is in charge of the inter-agency coordination when related to supply and procurement. An inter-agency supply working group was operating the first six months of the crises and led by UNHCR and the Ministry of Labor and Social Protection. It was then discontinued as the needs decrease. The supply coordination remains with UNHCR supply unit. To be noted that UNHCR warehouse is also hosting stocks/goods from other humanitarian agencies/partners.

In this context, the UNHCR Moldova is looking for a Senior Supply Officer to lead the Supply Unit. The Senior Supply Officer will be under the direct supervision of the Senior Operations Officer. S/he will be leading a team of 3 people.

Living and Working Conditions

Chisinau, Moldova is classified as an “A” Family Duty station by the International Civil Service Commission. It is a city with good infrastructure (health, housing, banking, transportation, telecommunications and recreational facilities) and a suitable level of goods and services.

Moldova is relatively stable, risk to UN personnel working for UN Agencies, Funds and Programmes is medium. A flow of refugees from Ukraine was noted after 24 February 2022, when the arm conflict started in Ukraine. Nevertheless, there are security and safety challenges, ranging from civil unrest, crime, to traffic accidents, robberies, and sporadic serious incidents. Therefore, a proper personal security awareness and best judgment are warranted especially regarding petty theft and pickpocketing and car break in.

Roads outside major urban areas are not maintained properly and are poorly lit. Many accidents in the country are caused by alcohol consumption. There is an increase of vehicles fleet from Ukraine too. UN Personnel is supposed to follow national traffic regulations and use safety belts, drive cautiously and take care when involved in traffic in any capacity.

The Transnistrian region - self-proclaimed Moldovan Republic of Transnistria (PMR) - is not recognised internationally. It consists of a strip of land (180 km by 32 km) nestled between the east bank of the Nistru River and the border with Ukraine and the city of Bender with its surrounding areas located on the west bank. The region can be described as a potentially vulnerable area associated with security and personnel safety risks for the United Nations supported programmes and projects, mainly because of the de facto status of the region and non-availability of legal and official support from Moldovan authorities. The situation is tenser now, because of the events in Ukraine bordering with the region and destabilization of the situation in Odessa region.

UN missions travelling to Transnistria are not considered as a direct target of violence; however, the possibility of becoming a victim of a street robbery, car theft, or petty crime still exists. The petty crime, especially theft and pickpocketing increased in Tiraspol, Bender and Rybnitsa. These crimes are occurring mainly in public transport, marketplaces and shopping centres. Roads in Transnistria are not properly maintained, marked and lighted, especially outside major urban areas. Cross-country travel at night and during the winter can be relatively dangerous especially in rural areas and night-time.

Lying in a seismic zone, Moldova experiences frequent earthquakes. Since 2000 Moldova often experiences 4-5-degree (Richter scale) earthquakes. About 350 small tremors are registered per year.

Additional Qualifications

Skills

Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Logistics

Certifications

Institute of Purchasing and Supply - Other

Competencies

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

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

Compendium

Add. 1 to Bi-annual Compendium 2023 - Part B

Additional Information

This position doesn't require a functional clearance