Supply Officer (Quality Assurance)

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.

Supply Officer (Quality Assurance)

ORGANIZATIONAL CONTEXT
The position of Supply Officer (Quality Assurance) reports to the Senior Compliance Manager (Supply Chain) in the Compliance and Risk Management Unit of the Division of Emergency, Security and Supply.   Its main aim is to develop, implement and monitor adequate quality management procedures on the basis of which assurance can be provided that goods and services procured meet UNHCR¿s requirements.  The functions also include assessing and addressing quality assurance risks, providing guidance, developing and conducting training and interacting with other UN organizations, civil society partners and suppliers.

The incumbent will concentrate on providing support within three main areas: (1) Quality control of   Core Relief Items (CRIs) procured by headquarters, (2) development/enhancement of quality control procedures for locally procured items in field operations and (3) development of factory audit programme and overseeing its implementation.

While quality management procedures for CRIs procured at headquarters are in place and need to be overseen, they will need to be developed for field operations. In this context, the Supply Officer (Quality Assurance), shall in close consultation with field operations develop a support structure whereby field based staff can seek guidance on mechanisms to implement quality control measures for locally procured items as well as obtaining support/guidance when finalizing specifications for inventory items.

The Supply Officer (Quality Assurance) is expected to work closely with SMLS, PS, DPSM, third party service providers and other interlocutors strengthening and aligning specifications for goods and services frequently procured by humanitarian actors.

The incumbent will supervise two G-staff member based in Budapest. 

FUNCTIONAL STATEMENT
Accountability
- Assurance is provided that goods and services procured by UNHCR are in accordance with pre-defined technical specifications and with the terms and conditions for UNHCR frame agreements for CRIs.
- Field operations are supported on the development of local inspection procedures.
- Quality management procedures within UNHCR are kept up to date.
- Frame agreements for inspection services and factory audits are maintained and managed.

Responsibility
- Assist in drafting and disseminating Quality Management strategic plans as well as ensuring the required budget for the implementation.
- Conduct risk assessment related to quality management and help to develop risk responses.
- Take part in developing or enhancing quality management processes for headquarters and the field and the related guidance material.
- Assist in developing or enhancing testing and sampling methods related to products.
- Oversee supplier inspection programmes.
- -Oversee factory audit programmes.
- Manage the relationship and frame agreements with inspection/audit service providers and test laboratories within the available resources.
- Review reports issued by inspection/audit service providers and assist in ensuring that corrective action is defined and follow up on implementation.
- Provide technical and organizational advice through guidance material and daily contacts on the work of UNHCR's Quality Control Centres (QCC).
- Liaise and exchange on best practices with quality assurance counterparts in other UN or humanitarian organizations.
- In coordination with Global Learning Centre support the development of training materials on quality assurance matters and facilitate trainings as per a pre-defined training plan.
- Any other duty relevant for the functions associated with this position.

Authority
- Propose budgetary allocations required for Quality Assurance activities.
- Take part in coordinating the work of the inspection companies in line with the terms and conditions of their frame agreements with UNHCR.
- Prepare recommendations on quality management issues to DPSM, PS and the Vendor Review Committee.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Under graduate degree ( equivalent of a BA/BS) or its equivalent from a technical or professional institution in Engineering, Quality Management, Logistics, Supply Management,  Business Administration or a related field.
- At least 6 years (5 years with graduate degree (equivalent of a Master's)) of field experience in Supply management in the professional (P) category in an international organisation.
- Strong procurement knowledge.
- Excellent computer skills and knowledge of MS office software.
- Excellent knowledge of English and another relevant UN language, preferably French (written /oral / comprehension).

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Work experience and/or professional qualifications in quality management or related fields.
- Work experience in Logistics
- Competency in any other UN language(s).
- Familiarity with PeopleSoft Supply Chain Modules, Database and Statistics. 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
M006L3 - Managing Resources Level 3
M003L3 - Judgement and Decision Making Level 3
M002L3 - Managing Performance Level 3
X001L3 - Analytical Thinking Level 3
X003L3 - Technological Awareness Level 3
X005L3 - Planning and Organizing 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. 

- Capacity to develop and maintain operating procedures and standards for quality management and to oversee the work of third party service providers and UNHCR¿s Quality Control Centers (QCC) related to quality inspections.
- Capacity to develop factory audit programmes and to oversee factory audits carried out by third party service providers. - Capacity to support country operations in developing quality management procedures related to locally procured inventories.
- Coordination skills to maintain effective working relationships with the Procurement Service and Supply Management Logistics Service of DESS, with DPMS as well as with country offices¿ third party service providers and other relevant counterparts. - Knowledge of quality management and factory audit concepts and techniques.
- Experience in supply management and specifically procurement of relief items.
- Highest standards of honesty and integrity. The position is part of the Compliance and Risk Management Unit (CRMU) under the Office of the Director, Division of Emergency Security and Supply.    The incumbent will report to the Senior Compliance Manager (Supply Chain).   The main responsibilities of CRMU include monitoring supply chain compliance, risk management, fraud prevention, audit coordination, policy development and quality control. UNHCR procures large quantities of Core Relief Items (CRIs) for distribution to PoCs. One of the main objectives of the quality unit is to ensure that  CRIs delivered to UNHCR meet the technical specifications defined and are fit for the purpose. To this end UNHCR has introduced a quality management system, which consists of pre-delivery and post-delivery inspections, laboratory tests and factory audits. The various elements of the quality management system are overseen by the incumbent and his/her team. The inspection work is carried out by third party service providers at the factory sites and at four UNHCR Quality Control Centers(QCC) in Nairobi, Dubai, Douala and Amman which are operated by trained local staff . The incumbent also oversees the factory audits carried out by third party service providers to ensure that all factories producing CRIs for UNHCR comply with relevant safety and security standards, labor, environmental and other  UN ethical principles and its mandate. The candidate will also be required develop and maintain operating procedures and other necessary guidance material related to quality management and to develop the quality management capacity of his/her team and of local staff.

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