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Supply Officer

Qamishly

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Qamishly
  • Grade: Mid level - P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Logistics
    • Supply Chain
  • Closing Date: Closed

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the IOM-FOM issued for this Compendium / Fast Track exercise, as well as the  Revised Policy and Procedures on Assignments (UNHCR/HCP/2015/2 refers). Supply Officer

ORGANIZATIONAL CONTEXT

The Supply Officer takes on the role of leading, coordinating and supervising supply activities within an office. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors in the area to facilitate the operation. The incumbent directly supervises professional and general service staff in the office, and reports to the Head of Office at the same level as the Programme and Administration functions.

FUNCTIONAL STATEMENT

Accountability

- UNHCR has an effective local supply chain that enables the office to meet the needs of persons of concern.
- UNHCR delivers timely and quality goods and services to persons of concern.
- The office has a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses.
- The office has effective partners to support supply activities.
- The offices' supply chain is optimised and aligned with the operations' evolving needs and management systems.

Responsibility

Strategy

- Contribute to development of a supply chain strategy, structure and budget that is aligned with the global strategy and inserted in the operations plans.
- Prepare plans for delivery of relief items according to UNHCR's short and medium term requirements.
- Contribute to planning and development an effective procurement strategy for the geographical area of responsibility taking into account the procurement of important commodities and services in advance. Use procurement planning tools to their best effect to produce realistic procurement plans.
- Draw up plans for the disposal and replacement of old and obsolete assets.
- Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plan.
- Determine the criteria and profile for the location's supply workforce.

Operational Support

- Identify partners for supply chain projects based on objectives, priorities, strengths and resources of the implementing partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
- Implement supply operations in the field based on interpretations of the situation and conclusions to how the operation can be best implemented.
- 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.
- 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.
- Coordinate, manage and support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation. Apply distribution control techniques to optimise stock levels.
- Coordinate activities of implementing partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures.
- 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.

Infrastructure Support

- Coordinate, manage and support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- 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, saves cost and safeguards the investment of the organisation.
- Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process.

Business Support

- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- 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.
- Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs. Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.
- Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.
- Any other responsibility deemed necessary or as delegated by the Supervisor 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 and frame-agreements in accordance with delegated authorities, as well as, relevant UNHCR regulations, rules and procedures.
- Enforce local compliance with relevant UNHCR regulations, rules and procedures related to supply chain.
- Approve the criteria and profile for the location's supply chain workforce within standards established by UNHCR.
- Appraise the performance of supervised staff.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED


- University degree in Social Science, Economics, Business Administration, Marketing or a related field.
- Minimum of 8 years previous relevant professional job experience.
- Fluency in English with working knowledge of another relevant UN language.

(In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English.)

***For National Officer positions, very good knowledge of local language and local institutions is essential.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Completion of UNHCR learning programmes or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP).
- Other UN procurement and logistics training - such as IAPSO and UNPD.
- Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M001L3 - Empowering and Building Trust Level 3
M002L3 - Managing Performance Level 3
M006L3 - Managing Resources Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3 Within this sensitive and volatile operation, the incumbent will need to establish a procurement strategy along with robust market survey and alternative. Alternative sourcing options will be searched in a volatile security environment. Moreover, with limited number of Implementing Partners (IP), the office will rely mostly on Direct Implementation. This should involve large procurement, and constant risk management. In a very polarized sectarian and political working environment, the incumbent will also have to contribute to strengthen the team spirit while maintaining UNHCR protection agenda in all situation.  With fast paced development occurring on the ground , the incumbent will also have to be ready to take additional roles as UNHCR is responding to multiples simultaneous humanitarian situations occurring in the same governorate on both  IDP¿s, refugees, and in the coming months returnees front.

The Supply profile researched is therefore procurement oriented, rather than logistics.

The increasingly complicated and challenging operational environment including dwindling supplies of needed items, more complex shipment options, fuel shortages, a need to revise plans and contingency options on a continual basis to anticipate developments has made additional supply expertise necessary to be on ground. With high risks of corruption, the incumbent should also put in place a mechanism to have transparent tendering processes, strong monitoring systems and most importantly an accountable and cost efficient approach.
The incumbent should have good interpersonal skills and ability to negotiate with suppliers, transporters, port officials, warehouse personnel, staff from various backgrounds and internal stakeholders. Within the roles of the incumbent there is also an element of capacity building of colleagues and implementing and operational partners.

The incumbent must have strong procurement background (market survey, submissions, analysis) and a good knowledge on warehouse management.

The incumbent also should be a good negotiator with suppliers, government officials, transporters, port and custom agents and laborers.

It is critical that the incumbent understands the emergency context and has the willingness to work under emergency and work pressure including weekends and late hours as circumstances demand is essential.

Last but not least, the incumbent should know well MSRP procurement modules, UNHCR Procurement procedures and regulations, good knowledge in warehouse management, shipping documentation and challenges related to goods delivery, i.e. claims and reporting short deliveries as well as damaged is essential.

The Supply Officer is based in Qamishli and reports directly to the Senior Programme Officer with the functional supervision of the Senior Supply Officer from CO Damascus. After more than five yours of conflict, Syria continues to witness intense fighting, terrorist activities and a related volatile security situation throughout the country. This has led to the flight of more than 4.5 million people abroad, the internal displacement of more than 6.5 million people, and a situation where an estimated 13.5 million persons are in need of humanitarian aid.

As the conflict enters into another dramatic phase, the hostilities in the country have led to renewed mass displacement, and exposed the civilian population to dire humanitarian conditions, particularly those under sieges imposed by the various parties to the conflict (including terrorist groups).

Against this background, and as part of the decentralization of supply support from the Country Office in Damascus to strengthen Field Office Qamishli, the position of Supply Officer in Qamishli was created to ensure that adequate procurement and supply support is provided in the field and to enhance the delivery of humanitarian relief and assistance in and around Hassakeh governorate.

With lack of implementing partners in the region, the office implements projects directly, which require a robust procurement capability in the office. Governance

With regards to the local governance, Hassakeh governorate has a unique governance set up. On one hand, the government of Syria controls key strategic area (airport) and on the other hand the Kurdish Self Administration is the de facto real power on the ground with its large territorial control over Hassakeh and Raqqa governorates.

The KSA control / responsibility over the refugees in urban set up and in camps has pushed UNHCR in a very uncomfortable situation Vis a Vis of GOS. The incumbent needs to be acutely aware of the political, military situation on the ground with its constantly shifting ¿margin of maneuver¿ between rivals local authorities trying to assert their power / legitimacy using humanitarian aid as their political football The position is based at the Field Office Qamishli. In view of the volatile security situation, international staff are accommodated in staff quarters located inside the field office building premises. There is some relative freedom of movement in the city. Depending on the season, Qamishli markets are relatively well supplied with basic goods for international staff consumption. However possibilities for leisure and recreation are limited.

While basic health facilities are available locally, more serious conditions will require treatment outside the country.

Banking facilities are not available to international staff. Movement and travel of international staff in Syria is permitted only with armoured vehicles.
UNHCR Syria operates in a very challenging security situation. As such, Qamishli is classified as an E-category, non-family duty station with a UN security level 5 (high) and (currently) a four-week R&R cycle (to Amman). Overall, being a supply officer in Qamishli will be an excellent experience in your career.

Please note that the closing date for all vacancies in the Add. 3 to March 2017 Compendium is Thursday, 3 August 2017 (midnight Geneva time).

This vacancy is now closed.
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