Supply Officer

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

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

- Undergraduate degree (equivalent of a BA/BS) in Social Science, Economics, Business Administration, Marketing or a related field plus minimum 6 years of previous work experience relevant to the function. Graduate degree (equivalent of a Master's) plus 5 years or Doctorate degree (equivalent of a PhD) plus 4 years of previous relevant work experience may also be accepted.
- Knowledge of English and UN working language of the duty station if not 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.
- Knowledge of additional UN languages.

This is a Standard Job Description for all UNHCR Supply Officer positions. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. 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 <p>The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.</p>
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See below for this postion's Operational Context
======================================================================================================== - Excellent knowledge of UNHCR rules and procedures for supply chain, ie procurement and committees on contracts.
- Ability to identify and evaluate implementing partners¿ capacity to undertake major construction intensive projects.
- Ability to launch tenders for UNHCR direct implementation projects in line with existing rules and regulations.
-Experience in conflict resolution to face difficulties in the local supply chain by finding solutions to problems.
-Ability to develop relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies, private companies and others.
- Ability to lead, coordinate and multi-task various projects at a time, including under partnership agreements as well as through direct contractors.
- Knowledge of fraud mitigations mechanisms and financial risk management in procurement
- Knowledge of local market an asset.
-Consensus teambuilding and cultural sensitivity needed as the team is diverse.
- Willingness to conduct extended field missions.
-Ability for analytical thinking and change capability and adaptability to operational challenges.
-Experience in using MSRP and UN/UNHCR procurement.
-Excellent command of Spanish and English, written and spoken is essential. The current drivers of forced displacement in North of Central America (NCA) persist in 2018. Central Americans continue to cross Mexico¿s southern border in significant numbers to seek protection. Due to a lack of information, detention policies, the limited number of locations with COMAR presence as well as inadequate reception arrangements, many people with international protection needs attempt to make the dangerous journey north to the United States without making an asylum claim in Mexico. As progress has been achieved in building the asylum system and in improving reception arrangements, as well as in the provision of local integration opportunities, the number of claimants in Mexico has increased, as has the number of people who successfully integrate.

The number of asylum claims in the first half of 2018 was 9,790 and well over 1000% higher than in 2013. According to COMAR¿s data, of the total 14,596 asylum applicants in 2017, 59.3% were from the NCA (Honduras 29.7%, El Salvador 25.4%, Guatemala 4.6%). UNHCR estimates that the increase in claims would have been significantly higher but the material damage to COMAR¿s Mexico City headquarters due to the September earthquake and the difficulties faced by COMAR to fully resume its operations had an impact in the processing of claims. Today there is a backlog of 53% of claimants. In 2017, a total of 2,853 were recognized as refugees or received complementary protection, a decrease of seven per cent compared to 2016. For 2018, unofficial data from COMAR for the first half of the year confirm an increase of almost 50% over the number of claimants in the first half of 2017. However, claims from the North of Central America were up over 80%, an increase of more than twice what UNHCR projected.  This increase is putting additional pressure on an already weak asylum system and assistance providers. The impact of the increasing number of claimants is most acutely felt in towns and cities close to the border with Guatemala. Authorities in southern Mexico report that public services are stretched by these arrivals and that this is feeding xenophobia.

UNHCR estimates that violence against PoC is underreported, and generally goes unpunished. An increasing number of PoC have required relocation due to security risks in the southern states, especially transgender women. Comprehensive protection services to PoC such as legal assistance, referrals in a dignified and confidential manner, prevention and response to SGBV, child protection, and psychosocial support, medical and psychiatric services are lacking in many locations. Although UNHCR has funded positions to provide legal and psychosocial support and is working closely with partners such as DIF, COMAR and UNICEF, this does not cover the overall needs. Mexico offers a favourable legal framework for the inclusion of refugees in public services and their local integration, both in socio-economic and legal terms. Refugees are issued a permanent residence card and a social security number and a population registration number (CURP), which permits access to public services. Refugees have access to the national education and health system and enjoy the right to work. Applications for naturalisation can be made by people from Latin America after two years of permanent residence. The procedure takes six months, is affordable and has simplified criteria applicable to refugees. A dynamic economy in central and northern states such as Coahuila, Jalisco, and Baja California complements this favourable legal framework. Chambers of commerce report thousands of vacancies in these States and are willing to cooperate with UNHCR and with partners in order to organize the relocation of refugees and facilitate job placement. While the legal framework and current economic conditions create the potential for successful local integration, careful planning, coordination and case support is essential. As a result, UNHCR is reinforcing efforts for local integration, offering vocational training and job placement programs in cooperation with the private sector.
To respond to the situation described above, in funding has been available recently to the Branch. Therefore, the procurement of goods and services is increasing considerably and staff capacity to lead, coordinate and implement the supply activities, under OPS and ABOD, is required. ¿ Family duty station A
¿ Very good infrastructure (health, housing, banking transportation, telecommunications and recreational facilities)
¿ Adequate schools. There is no lack of private schools, although the number of bilingual or bicultural schools is not high. ¿ Good security awareness needed.
¿ Common crime is a concern; staff should be alert and adopt basic precautions.
¿ Although there is no official curfew in place, staff are advised not to circulate after dark. ¿ Previous experience in Latin America is highly desirable.

Please note that the closing date for all vacancies in this Flash Vacancy is Tuesday 25 September 2018 (midnight Geneva time).