Senior Supply Officer (Supply Delivery)

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Senior Supply Officer (Supply Delivery)

ORGANIZATIONAL CONTEXT

The incumbent will work under the supervision of the Chief of Supply Logistics Section, in the Supply Management Logistics Service of the Division of Emergency, Security and Supply, and will manage two main functional units of Order Management and Transport Management.

The Senior Supply Officer (Supply Delivery) shall concentrate on ensuring order fulfilment of CRIs to UNHCR Global Emergency Stockpiles as well as field operations. The incumbent will have to analyse FA-holders production capacity against expected demands, manage risks and plan for mitigating measures during peak periods. The incumbent will further analyse possible options for utilizing some production capacity during low demand seasons. Meeting with vendors must be conducted regularly where issues and performance records are shared and discussed.

In terms of organizing international transport, the incumbent will work on improving the data processing on delivery times and share this information with key stakeholders. The transport unit further deals with short landings and damaged items, ensuring that liability issues are resolved. As for the Order Management the incumbent will organize frequent meetings for Global FA-holders where issues and performance records are shared and discussed. 

The unit shall work closely with the Compliance and Risk Management Unit to ensure that suppliers are maintaining the high standards of quality for internationally procured CRIs. In addition, the incumbent will also support field operations when developing specifications for inventory items as well as developing simplified quality control systems for field operations to get better control with locally procured items.   

The role of the Senior Supply Officer (Supply Delivery) is to manage and further develop, implement and monitor adequate procedures for the services provided by the Order Management and Transport Management Units, under the Supply Logistics Section. 

The incumbent will work closely with the other supply functions, both at Headquarters and in the field as well as key suppliers of goods and services. The incumbent will be expected to conduct regular missions to country operations as well as undertake emergency missions on short notice and possibly for extended time periods when required.


FUNCTIONAL STATEMENT

Accountability
- UNHCR has an effective global delivery function that enables the country operations to meet the needs of the persons of concern.
- UNHCR delivers timely and quality goods and services to its country operations and persons of concern.
- The country has a global warehouse infrastructure that is robust and flexible enough to accommodate the needs of its operations and timely response to emergencies.
- Global delivery function has effective partners to support its activities.

Responsibility
- Develop a supply chain strategy, insuring CRI FA-suppliers have sufficient production capacity to meet UNHCR expected demand during peak periods. This strategy shall include the establishment of White Stock, propose options for utilising vendor¿s production capacity during low demand seasons.
- In cooperation with the Supply Planning Unit prepare analysis on quarterly demands for CRIs and other frequently procured items.
- Assist with developing the business processes and data collection required for the Supply MSRP module: ¿Demantra¿ and eventually ¿Supplier Network Optimization¿.
- Monitor the quality control centres in UNHCR's global stockpile warehouses to ensure goods are tested according to procedures and associated costs are managed closely in collaboration with the Quality Unit. 
- Establish appropriate monitoring mechanisms for on-time delivery; undertake necessary interventions to reduce delays, resolve delivery bottle necks.
- Develop a management reporting system to measure KPI's of different stake holders.
- Develop the shipment tracking tool interfacing with the different GFA holders.
- Create and disseminate annual and quarterly forecasts for the CRI Global Frame Agreement holders and ensure that UNHCR is aware of their stock on hand, white stock and other factors that could positively or negatively affect their capacity to deliver.
- Closely work with FO¿s and freight forwarders to monitor shipments and their performance to deliver.
- Engage with the Quality Unit to enhance the quality assurance processes and the related guidance material with particular focus on locally procured items and the quality control centres in UNHCR stockpile warehouses.
- Review recommendations on measures to be taken against suppliers in case of non-compliance with or deviations from standards and/or specifications and submit them to the Vendor Review Committee in HQ's and/or country operations.
- Prepare plans for international procurement of Core Relief Items (CRIs) according to UNHCR's short and medium-term requirements.
- Any other responsibility deemed necessary or as delegated by the Chief of Section (Supply Logistics).

Authority
- Determine the global delivery function structure to meet demands in a most timely and cost-effective manner.
- Evaluate the performance of forwarders, insurance companies and advise the management.
- Award, approve and terminate contracts for transport and other services in accordance with delegated authorities and UNHCR regulations, rules and procedures.
- Enforce compliance with relevant UNHCR regulations, rules and procedures related to supply chain.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Graduate degree (equivalent of a Master¿s) from a technical or professional institution in Engineering, Logistics, Supply Management and /or Business administration.
- Minimum 8 years of experience in an international capacity.
- Good knowledge of  Financial rules, procedures and processes and exposure to provision of support services in an international organisation.
- Solid Procurement knowledge.
- Excellent computer skills and working knowledge of MS Office applications.
- Proven emergency experience in a Humanitarian context.
- Proven skills in vendor relations and management.
- Excellent knowledge (written/oral/comprehension) of English.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Experience in working with MS Office and ERP systems.
- Strong drafting skills for policy and guidance materials.
- Experience of transport management from the Commercial Sector. 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
M005L3 - Leadership Level 3
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
X005L3 - Planning and Organizing Level 3
X001L3 - Analytical Thinking Level 3
X008L3 - Stakeholder Management Level 3

Before applying to this position, we strongly encourage colleagues to read the country specific FAQs information leaflets which can be found  on the Intranet under Staff Resources > Duty of Care. The information leaflets are specifically designed to answer some of the key questions potential applicants might have before deciding to apply. 

- Solid analytical, forecasting and managerial skills. 
- Knowledge of UNHCR tools such as MSRP (PeopleSoft) is required. 
- High level technical expertise in supply chain and logistics management
- Excellent knowledge of UNHCR¿s regulations and supply chain policies Evolving challenges impact and shape UNHCR's emergency preparedness and response arena.  This role will need to focus on both the downstream delivery of goods through management of international freight forwarding agreements and also manage upstream UNHCR¿s largest vendors of CRIs through our Global FA. 

This requires a profile that is both able to communicate with private sector actors as well as internally and within the humanitarian space with a wide range of actors.  Therefore, expert communication skills are needed, teamwork and the ability to see and solve problems.

In order to avoid delivery delays or overstocking warehouses, guiding, monitoring and further improving the supply chain processes is necessary in consultations with variety of stakeholders in the field and HQs. The incumbent needs a proven ability to analyse situations, streamline processes and/or procedures to simplify solutions.

Errors made by the incumbent could have significant cost implications to the Organization as well as significantly affect the Organization's programmes in terms of late or non-delivery of supplies and equipment resulting in delay of programme implementation. Within this context,  under the direct supervision of the Chief of Section (Supply Logistics) (SLS) under the Supply Management Logistics Service (SMLS) of the Division of Emergency, Security and Supply (DESS), will among others:

- Assist in the coordination of emergency supply interventions including the delivery CRIs to support emergencies.

- Implement specific supply and logistics activities in coordination with the Emergency Supply Unit and the Emergency Service in Geneva and the relevant country operations, ensuring cost effective transport and order/delivery management.

- Ensure that adequate supply chain procedures and practices are in place worldwide.

- Oversee that shipments are tracked from Supplier to either Port of Entry or CO warehouse and that bottlenecks are identified and minimized.

- Ensure that CRI orders are timely placed for country offices, including transport under established FAs.

- Monitor and follow up with Suppliers regarding performance as well as providing them with quarterly forecasts for FAs for CRIs and transport.

- Work closely with various internal (Bureaux, Divisions, Representatives, Supply staff, etc.) and external counterparts (air, sea, road transport suppliers, UN agencies, implementing partners, etc.).

- Determining shipment methods, routes and delivery schedules to meet demands in the most timely and cost-effective manner. The position is based in Budapest, capital of Hungary, where adequate infrastructure, health, education, banking, recreational facilities are available and easily accessible. Being classified as H category duty station there are no specific security concerns notwithstanding incidental events. Personal security is generally not a problem in Budapest and it is safe to walk almost anywhere in town even at night. Women are as a rule not threatened. However, staff members and their family members are encouraged to take responsibility for their own personal and residential security. The position may require frequent travelling often with little notice to emergency locations. Therefore, the person selected should have no limitations restricting travel.

Please note that the closing date for all vacancies in the September 2017 Compendium is Monday 6 November 2017 (midnight Geneva time).