UNV Senior Supply Assistant

The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General assembly.  The agency is mandated to provide protection and assistance and seek durable solutions for refugees and other persons of concern. 

Zambia has hosted refugees from Angola since the 1960s, who lost refugee status in 2012. In the 1990s, Zambia received influxes of Rwandan refugees; most of whom lost their refugee status in 2013. The Government of Zambia pledged in 2011 that it would locally integrate an initial group of former Angolan refugees; in 2015, the Government expanded the local integration criteria to cover all 18,685 Angolans and also some 4,000 Rwandans. In April 2014, the Government (Ministry of Home Affairs) and UNHCR developed and launched a three-year local integration strategy and resulting program. The program operates within the dimensions of peacebuilding/coexistence and development: it seeks to implement local integration as a durable solution to protracted displacement, moving from a humanitarian relief approach focused on protection, to a development approach focused on enabling sustainability and self-reliance.

The Senior Supply Assistant provides support supply to all local activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing in the operation.

The incumbent is supervised by a Senior Officer who provides regular guidance. S/he works independently on routine tasks while follows instructions of the supervisor or more complex issues. The incumbent maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate the operation. The duty of the incumbent is to support the management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources.

Under the direct supervision of the Senior Programme Officer and as a member of the Programme Unit, the incumbent will provide assistance to the UNHCR Zambia operation in the area of registration and database administration, which are central for the protection of refugees, through the following specific actions:

Responsibilities

Strategy

• In consultation with the UNHCR Senior Programme Officer, Apply UNHCR's procurement strategy when planning for purchase of important commodities and services.

Operational Support

• Initiate custom clearance of consignments, draft exemption requests, and liaise with local agent.
• Support warehouse management, and assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the supply chain.
• Maintain accurate and comprehensive records on logistical activities and provide reports and updates periodically, and on request.

Infrastructure Support

• Examine Purchase Requests to ensure conformity and liaise with requesters.
• Prepare quotation requests and tenders, produce bid-tabulations from tenders and prepare Purchase orders for approval.
• Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
• Provide information on all procurement activities within area of responsibility.
• Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation including registration and marking of new PPE, Physical verification of PPE, preparation of agreements, preparation of disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE.
• Produce standard asset management reports and other asset information, periodically and when requested.

Business Support

• Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.
• Any other responsibility deemed necessary or as delegated by the Supervisor in order to meet the level of service required by the organisation.

Furthermore, UN Volunteers are required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD).
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers.
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/Expected Output:

• Deliver timely and quality goods and services to persons of concern in compliancewith supply chain rules and procedures
• Apply UNHCR's procurement guidelines when planning for purchase of important commodities and services
• Identify and assess vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
• Determine routes and delivery schedules to meet demand in the most timely manner.
• Keep track of commodities in the pipeline and expedite receipt of all items.
• A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

• Competence in delivery of deadlines in a timely manner.
• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented.
• Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations.
• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups;
• Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary;
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

• Completion of the Secondary School education with post-secondary training/certificate in Business Administration, Logistics, Warehousing or a related field.
• Minimum 2 years of previous relevant job experience.
• Fluency in English and working knowledge of another relevant UN language and/or local language (as applicable in the duty station).
• Ability to work well within a team environment.
• Ability to work effectively in difficult field locations.
• Ability to deliver the required work in a self-motivated capacity with minimum supervision.

United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, nationality and culture.

United Nations Volunteers reserves the right to select one or more candidates from this announcement.  We may also retain applications and consider candidates applying to this opening for other openings with United Nations Volunteers with similar assignment description, experience and educational requirements.