Administrative & Supply Officer

The incumbent administers the supply operations of a relatively simple nature and limited impact, requiring basic professional technical expertise in support of operations and programme objectives. Responsible for effective planning, contracting, procurement, distribution, and inventory management of UNICEF's supplies, in support of the Country Programmes and operations.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Job:

Under the direct supervision of Operations Manager, Supply/Logistics Specialist, or (Sr.) Programme Specialist, the incumbent administers the supply operations of a relatively simple nature and limited impact, requiring basic professional technical expertise in support of operations and programme objectives. Responsible for effective planning, contracting, procurement, distribution, and inventory management of UNICEF's supplies, in support of the Country Programmes and operations. 

KEY ACCOUNTABILITIES and DUTIES & TASKS 

1. Provide rapid and relevant assistance and support to evolving supply needs and situations facing children and families, including emergency situations, with a priority on achieving value for money.

Support logistics/supply planning through coordination with Operations/Programme Sections.  Provides technical support in preparation of appropriate documents, and input on specifications and supply and logistics arrangements, facilitating cost-effective efficient procurement, clearance, storage and distribution of supplies and equipment to project sites, in support of the country programme implementation.

Assist in the Country Programme strategy planning review to recommend on supply requirements and to provide support in the preparation of Plan of Operations and Plans of Action.. Assist in the implementation of supply/logistics component of the Country Programme, including systems for storage and distribution of supplies to all project sites.

2. Implement sound, accurate supply/logistics management systems, procedures and documentation as well as regular, accurate reporting to maintain the highest level of integrity, standards and accountability.

Maintain effective working relations and contact with the Supply Division, Copenhagen, to confer on supply procurement and shipping policies and procedures.  Advise the country office on policies and procedures impacting on offshore and local procurement and delivery.  Maintain link with Copenhagen on transnational shipments, deliveries, claims and appropriateness of supplies.

Act as secretary and adviser to the CRC.  Establish and maintain a system of contact with customs and port/airport authorities at national ports of entry on the clearance of UNICEF supplies, in keeping with established protocol.

Supervise the staff in preparation of appropriate documentation: cash and supply requisitions, purchase orders, CRC submissions etc.

Participate in the preparation/compilation of the supply status reports required for donor reports, budget reviews, programme analysis, annual reports, appeals, etc.

Help to develop and communicate accurate inventory tracking, inventory aging and incoming supplies information.

3. Support UNICEF as well as Government capacity-building in order to enhance efficient, effective and timely supply delivery,

Plan, design and conduct training for UNICEF's staff/consultants and counterparts in supply management, customs clearance, distribution and inventory of supplies and equipment in order to improve supply delivery.

Assists in the identification of  training needs and plan training activities in supply administration for UNICEF’s staff/consultants and counterparts, to improve supply delivery.

4. Conduct and monitor effective procurement, local, regional and/or offshore, with a goal to attain lowest cost without sacrificing quality as applicable.

Undertake field visits to project sites and monitor inventory and supply inputs. Proposes corrective actions to improve logistical procedures.

Conduct  local procurement through issuance of tenders, bid adjudication and contract management   Identify and recommend potential local suppliers.  Maintain data on and evaluate local supply sources' overall performance, (competitive pricing, product quality and timely delivery).  Assess supply operations and control mechanisms and propose appropriate actions.

Monitor progress of offshore and/or regional procurement through regular contacts with the Action Office(s).  

Communicate and report quality issues with respect to supplies and/or service agreements.

5. Collaboration and Partnership

Coordinate with the Programme Section on supply planning, providing technical support on procurement specifications and supply administration as well as providing advice on supply requirements in the development of the supply component of the Country Programme.

Provide advice to the Country Office and Government on offshore and/or local procurement policies and procedures, delivery and utilization of UNICEF supplies and equipment; coordinate with the Supply Division, Copenhagen, on supply policy and/or activities.

Team with the Programme Section and other members of the Operations Section to facilitate procurement as well as efficient customs clearance, storage and distribution of supplies and equipment.

Maintain partnership and collaborative relations with UNICEF, Government, UN, and bilateral counterparts in supply and logistics activities, including distribution, and monitoring supply inputs and inventory.

1. Education

University degree in Business Administration, Management, International Economics, Engineering, International Development, Contract/commercial Law or in directly related areas of specialization, including credited courses in supply, logistics, purchasing or contracting. Or, a recognized qualification in procurement and contracting.

Educational qualification in relevant areas (transport or logistics operations/management, supply change management, etc.)

2. Work Experience

One year of relevant professional work experience.

Both national and international work experience in supply, logistics, purchasing, contracting and administration and/or other related fields.Work experience in emergency duty station.

3. Language Proficiency 

Fluency in English and another UN language.

Only candidates of Algerian nationality are invited to apply.
Only applications meeting the minimum criteria indicated above will be considered.