Supply Off (Gl Warehouse Mgmt)

Supply Officer (Global Warehouse Management)

ORGANIZATIONAL CONTEXT
The Supply Management and Logistics Service (SMLS) of the Division of Emergency, Security and Supply (DESS) manages Global Stockpiles currently located in Copenhagen/Denmark, Isaka/Tanzania, Nairobi/Kenya, Douala/Cameroon, Accra/Ghana and Amman (Freezone)/Jordan. It also manages second tier warehouses such as the current one in Kampala/Uganda.

The Supply Officer (Global Warehouse Management) position belongs to SMLS, DESS and is located in Amman Jordan in the Office of the Director of MENA who provides administrative support and functional supervision. The incumbent manages and supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management for the Global Stockpile located in Jordan.

The incumbent is formally supervised by the Chief of Supply Operational Support Section of SMLS/DESS who defines the objectives and provides general guidance. However, on the ground the incumbent is functionally guided and supervised by the Senior Regional Supply Coordinator in the Office of the Director of MENA in Amman, Jordan. Therefore, regular updates and exchanges regarding the performance of the incumbent will be ensured between the Chief of SOSS and the Senior Regional Supply Coordinator. The incumbent may supervise general service staff members.

Working daily contacts are predominantly with the Emergency Supply Unit, Global Stock and Delivery Management Unit and Inventory Unit in SMLS/DESS in Budapest, UNHCR offices receiving CRI shipments from the GSM in Amman, freight forwarders and the service provider of warehouse management services, logistics counterparts in other UN agencies, and Government departments such as Customs, Freezone and Port Authorities on relevant subject matters.

FUNCTIONAL STATEMENT

Accountability
- UNHCR delivers timely and quality goods and services to persons of concern in compliance with supply chain rules and procedures.
- The local supply chain function is optimised and aligned with the operations' evolving needs and management systems and has an infrastructure that is robust and flexible enough to accommodate operational requirements.
- Supply chain activities are supported by effective partners.

Responsibility
- Ensure safe, timely and professional warehouse operations by the services provider through monitoring, guidance, coordination and teamwork in line with the contract between UNHCR and the service provider including its SOP on warehouse management and the processing of incoming and outgoing shipments.
- Coordinate and organize local transportation and customs procedures of goods by sea, land or air as directed by the GSM team in Budapest.
- Prioritize airlifts and coordinate all local aspects of such emergency operations in an organized, efficient and effective manner with all relevant parties including monitoring of loading at the airport and an emphasis on UNHCR visibility and reputation and swift response to the needs of people of concern.
- For incoming shipments, ensure proper and immediate goods receipt procedures and that any loss/damage claims are processed in a timely manner. For outgoing shipments, ensure that the FIFO principle is consistently applied.
- Conduct operations with the use of relevant tools such as load plans, weekly warehouse operations plans, etc.
- Ensure that stock records in the UNHCR system and at the warehouse are up-to-date at any time based on properly issued and signed supporting documents.
- Regularly monitor the quality and accuracy of supply chain related data in MSRP.
- Conduct monthly reconciliations and quarterly physical inventories in line with UNHCR policy, procedures and SOP.
- Conduct spot counts as may be required for operational reasons. Ensure that the UNHCR system records tally with the system records of the warehouse management services provider.
- Ensure that an efficient filing system is accurately maintained at the warehouse and in the office for all stock movements and records including complete supporting documents.
- Support the monitoring and controlling of replenishment patterns in close liaison with SMLS Budapest.
- Take action to resolve difficulties in the local supply chain by finding solutions, in close coordination with management if it has financial implications, and design and implement preventive measures.
- Monitor and support timely customs clearance of consignments in line with free time in port to avoid port storage charges, demurrage charges for late return of containers to the shipping line and detention charges for trucks.
- Manage PPE in stock in line with UNHCR rules and regulations.
- Establish or maintain quality control facilities and conduct quality control testing in line with UNHCR protocols in addition to regular receiving procedures.
- Conduct any procurement in line with UNHCR rules and regulations, ensuring the respect of ceilings and validity dates and monitoring relevant expenditure.
- Provide weekly reports on warehouse activities, the fulfilment status of requests up to destination, the status of the incoming pipeline and outgoing shipments as well as the availability of items.
- Highlight aging stock to SOSS in Budapest and suggest possible solutions. Ensure follow up on late shipments.
- Analyse the existing infrastructure and provide relevant feedback to the stock owner to ensure that it is optimally aligned with the operational needs and possible improvements and/or savings are achieved.
- Enhance good coordination and cooperation with stock owners, budget holders, Programme and Administration and participate actively in planning and review exercises providing specific supply advice and input.
- Implement practical projects to improve supply performance that have clear objectives, timescales, tasks and resources defined. Monitor project implementation and report on progress.
- Compile and analyse statistical information, identify and communicate 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.
- Organize and participate in monthly coordination meetings with the warehouse management services provider to enhance team work and coordination, discuss lessons learnt on both sides and how to implement them. 
- Participate in Logistics Cluster or similar working groups and promote inter-agency coordination, common services, bench marking and other good practices.
- Create opportunities, organize events and deliver capacity building, build and maintain a positive and high-performance joint team between UNHCR and the service provider and opportunities for continuous learning and improvement.
-       Provide analytical mid-year and annual reports and statistics.
- Carry out any other responsibility in relation to the function as delegated by the Chief of SOSS and the Senior Regional Supply Coordinator of MENA in order to meet the level of service required by the organisation.

Authority
- Allocate resources in compliance with the resources allocation framework and determine the location's supply chain structure (including the location of warehouses, staff, trans-shipment points and other infrastructure).
- Determine shipment methods, routes and delivery schedules to meet demand in the most timely and cost-effective manner.
- Award, approve and terminate local contracts in accordance with delegated authorities as well as relevant UNHCR regulations, rules and procedures.
- Enforce compliance of relevant UNHCR supply chain rules and procedures and appraise their performance.
- Appraise the performance of supervised staff.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- University degree in Logistics, Supply Chain, Business Administration, Engineering, Mathematics or a related field.
- Minimum 8 years of previous relevant job experience (6 years with advanced university degree).
- Experience in provision of support services.
- Fluency in English. 

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Computer skills including familiarity with Statistics and ERP systems such as MSRP.
- Experience in warehouse management and/or logistics.
- UNHCR or UN field experience.
- Completion of UNHCR learning programmes or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP) or other UN or UNHCR logistics trainings.
- Fluency in Arabic. C004L3 - Commitment to Continuous Learning Level 3
C003L3 - Communication Level 3
C002L3 - Teamwork & Collaboration Level 3
C001L3 - Accountability Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M004L3 - Strategic Planning and Vision Level 3
M003L3 - Judgement and Decision Making Level 3
M002L3 - Managing Performance Level 3
M001L3 - Empowering and Building Trust Level 3
M005L3 - Leadership Level 3
M006L3 - Managing Resources Level 3
X001L3 - Analytical Thinking Level 3
X002L3 - Innovation and Creativity Level 3
X003L3 - Technological Awareness Level 3
X004L3 - Negotiation and Conflict Resolution Level 3
X009L3 - Change Capability and Adaptability Level 3
X006L3 - Policy Development & Research Level 3
X007L3 - Political Awareness Level 3
X008L3 - Stakeholder Management Level 3
X005L3 - Planning and Organizing Level 3 The Supply Officer (Global Warehouse Management) will support the management of the Global Stockpile located in Jordan under the supervision and guidance of the Chief of SOSS, SMLS and functional supervision of the Senior Regional Supply Coordinator in the Office of the Director of MENA in Amman where the position is located.

The function includes, in close coordination with SOSS/SMLS/DESS, the management of the Global Stockpile in Zarqa Freezone, Jordan. It also entails coordination with operations that maintain stocks in Zarqa on issues pertaining to warehouse management, receipt and dispatch of goods, including transport.

The function extends to providing advice, training, coaching and guidance on policy issues to ensure compliance with UNHCR supply chain rules and regulations; as well as support to supply planning, implementation and reporting.

Therefore, in addition to sound all-round Supply knowledge and experience, s/he should have very good analytical, planning and organizing skills, and the ability to effectively communicate orally and in writing, manage resources and have the ability and readiness to work under pressure and foster team spirit between several internal and external parties in a multi-cultural environment. An emphasis of professional Supply skills is required in logistics including warehouse management and multi-modal international transportation in line with international professional standards. The Supply Management and Logistics Service (SMLS) of the Division of Emergency, Security and Supply (DESS) manages Global Stockpiles currently located in Copenhagen/Denmark, Isaka/Tanzania, Nairobi/Kenya, Douala/Cameroon, Accra/Ghana and Amman (Freezone)/Jordan. It also manages second tier warehouses such as the current one in Kampala/Uganda.

The Supply Officer (Global Warehouse Management) position belongs to SMLS, DESS and is located in Amman Jordan in the Office of the Director of MENA that provides administrative support and functional supervision. The incumbent manages and supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management for the Global Stockpile located in Jordan. He/she will also be part of a small, dynamic and multi-functional Supply team that works in a multi-year L3 emergency environment of historical proportions.

Working daily contacts are predominantly with the Emergency Supply Unit, Global Stock and Delivery Management Unit and Inventory Unit in SMLS/DESS in Budapest, UNHCR offices receiving CRI shipments from the GSM in Amman, freight forwarders and the service provider of warehouse management services, logistics counterparts in other UN agencies, and Government departments such as Customs, Freezone and Port Authorities on relevant subject matters. In Jordan there are very good health and education facilities. The climate tends to be dry, sunny and cloudless from May to November. From December to February the weather is cool and wet and most of the country's rainfall occurs. Snowfall seldom occurs, however, the average temperature in winter is above 7.2° C (45° F). Staff are renting private accommodation/apartment; Currency is the Jordanian Dinar (JOD=0.708 USD). Fixed Exchange Rate in Jordan with availability of Money Traders with good local banking system. Emergency operational environment. Current operational circumstances may require frequently long working hours; airlift operations often also require odd hours. Jordan is located between Israel/West Bank/Gaza, Syria, Iraq and Saudi Arabia and remains a relatively stable country in the Middle East. A Constitutional monarchy, Jordan has a well-trained, equipped and alert security apparatus and well-structured and functional administrative machinery in all the 12 governorates.

The Hashemite Kingdom of Jordan is composed of five security level areas- Jordan-Syria border zone (0-5 kms of Jordan-Syria borders inside Jordan) / Jordan-Iraq Border zone (0-5 kms of Jordan-Iraq borders inside Jordan) / Zaatari Camp / Azraq Camp/ Jordan (excluding all specific areas as above). Jordan is currently at Security Level II (LOW) along with Azraq Camp and Jordan-Iraq border zone. Jordan-Syria border zone and Zaatari Camp are both in Security Level III.

Jordan has a fully structured UN security management structure. Jordan affords reasonable security and safety for UN staff. It has currently Medium levels of risk from Terrorism and Hazards and Low levels of risk from Armed conflict, Crime and Civil Unrest. A Security Clearance is required for travel to this country, and internal travel within Jordan outside Greater Amman Municipal limits on TRIP at https://dss.un.org. Requests for clearance should be submitted 7 days prior to travel.

Please note that the closing date for all vacancies in the Addendum 2 to the March 2017 Compendium is Wednesday 31 May 2017 (midnight Geneva time).