Asst Reg Representative (Supply)
Kinshasa (Congo Democratic)
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.Assistant Regional Representative (Supply)
The Assistant Regional Representative (Supply) will work under direct supervision of the UNHCR Regional Representative where he/she will advise and assist the Regional Representative in the overall management of UNHCR's supply chain activities within the country of assignment in support to the Organization's mandate.
The incumbent is part of the senior management team in the Regional UNHCR Representation, covering both the country and the region/s that fall under the responsibility of the Regional Office. The duties of the incumbent is to support, advise, and monitor the management of material resources within the geographical regions covered by the Regional Office while exercising efficiency in the use of those resources.
He/She will also have direct working relationship/arrangement with the Head of UNHCR offices that fall within the domain of the Regional Office and will also have a responsibility to monitor, coach, guide and intervene with the staff within the given region.
The incumbent will maintain regular contacts with the Representative and staff at HQs and in the field to consult, discuss operational issues and to seek common grounds for solutions on activities and programmes of importance to UNHCR. Regular external contacts will include liaison with key stakeholders for UNHCR in any given regional framework, which may include Heads of National and/or International organizations, Embassies, other UN Agencies and High ranking officials including Ministries in the national Government. The decisions taken by the Assistant Regional Representative (Supply) can directly influence the design and operation of UNHCR's supply chain management in the country and region of assignment. Proposals may have a substantive effect on UNHCR's policy on a wide range of issues in the country programmes. Errors could lead to significant damage to UNHCR's major objectives in terms of time, quality and resources and have a major negative impact on the safety of refugees. The Office's overall credibility could also be jeopardised.
- UNHCR has an effective supply chain that enables an "Operational Situation" consisting of multiple countries or a single country to meets the needs of persons of concern.
- UNHCR delivers timely and quality goods and services to persons of concern through effective resource utilisation through an integrated supply system.
- The "Operational Situation" or region has a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses.
- An effective network of commercial suppliers and manufacturers, UN agencies, operational partners and NGO is developed and maintained.
- UNHCR's supply chain is optimised and aligned with the operations' evolving needs and is exposed to minimal risks which might impede to carry out its mandate, loss of reputation or exposed to fraud or economic loss.
- Introduce enhancements to organisation, processes and/or tools through analysis and exploration of alternative approaches to resolve problems and/or to increase opportunities with the aim of improving efficiency. Establish plans for implementation, gather support, share information and train staff.
- Ensure that all major areas where UNHCR is exposed to loss of economic value such as warehouse stocks, vehicle accidents, goods in transit, etc. are covered by insurance.
- Develop a supply chain strategy, structure and budget that is aligned with the global strategy and inserted in the operations plans.
- Prepare strategies and plans for procurement and delivery of relief items according to UNHCR's short-, medium- and long-term requirements.
- Develop and continually improve logistics and procurement planning tools and procedures to be used by UNHCR and Implementing Partners. Monitor procurement forecasts versus actual requirements so as to improve any shortcomings in the process.
- 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.
- Evaluate feasibility of, and select partners for supply chain projects based on objectives, priorities, strengths and resources of the implementing partner and/or contractor. Develop the partner's understanding of supply chain requirements and procedures, and assist in developing the partner's capacity to draft project proposals, monitoring and reports on supply activities.
- Assist the operation in the overall management of UNHCR's supply chain activities in an effective and efficient manner. Coordinate the work of the supply units so as to achieve operational objectives in a timely and cost-effective manner.
- Collect, interpret and analyse all available data on an emergency situation and its implications for the operation. Ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.
- Manage the performance and coordinate activities of implementing partners and/or Contractors performing supply related activities.
- Establish a network of relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, at an appropriate level, to foster mutual cooperation and developing trust to ensure timely delivery of relief items avoiding bottlenecks.
- Coordinate, manage and support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- Establish a quality assurance processes for the operation which includes specific internal controls and self-evaluation criteria and procedures. Support the procurement and delivery processes to ensure timely, cost effective delivery of the right quality relief items.
- Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs.
- Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined.
- Build cooperative relations with donors and media seeking to encourage their commitment to UNHCR through the provision of timely and accurate information on supply related activities.
- Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.
- Any other relevant responsibility as delegated by the Head of Supply Management Service.
- Allocate resources and determine the "Operational Situation" consisting of multiple countries or a single country's supply chain structure (including the location of warehouses, Supply officers, 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 contracts and frame-agreements in accordance with delegated authorities.
- 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) in Supply Chain Management, Business Administration, International Commerce, Engineering or related field plus minimum 11 years of previous work experience in progressively responsible functions in supply chain management, international trade practices or other relevant area; preferably in a UN agency. Of the 11 years, minimum of 10 years should be in supply chain management, international trade practices or other relevant area; preferably in a UN agency in an international capacity. Undergraduate degree (equivalent of a BA/BS) plus 12 years or Doctorate degree (equivalent of a PhD) plus 10 years of previous relevant work experience may also be accepted.
- Excellent knowledge of English and UN working language of the duty station if not English
DESIRABLE QUALIFICATIONS & COMPETENCIES
- Supply chain learning programmes and/or other logistics related training.
- Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS, etc.
- Knowledge of additional UN languages.
This is a Standard Job Description for all UNHCR Assistant Regional Representative (Supply) 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. C001L4 - Accountability Level 4
C002L4 - Teamwork & Collaboration Level 4
C003L4 - Communication Level 4
C004L4 - Commitment to Continuous Learning Level 4
C005L4 - Client & Result Orientation Level 4
C006L4 - Organizational Awareness Level 4
M001L4 - Empowering and Building Trust Level 4
M002L4 - Managing Performance Level 4
M006L4 - Managing Resources Level 4
M005L4 - Leadership Level 4
M003L4 - Judgement and Decision Making Level 4
M004L4 - Strategic Planning and Vision Level 4
X005L4 - Planning and Organizing Level 4
X001L4 - Analytical Thinking Level 4
X008L4 - Stakeholder Management Level 4 <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>
See below for this postion's Operational Context
For those people applying for High Risk Duty Stations, we strongly encourage them – before deciding to apply- to read the country specific security and welfare country profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.
Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.
The incumbent must have excellent managerial skills to coordinate and supervise the implementation of all supply activities (Planning, Sourcing, Delivery, Asset Management and Support Implementation) in the region.
A sound knowledge of existing UNHCR Supply Chain Tools and Policies is imperative. Other UN procurement and logistics training are desirable. A certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS, etc. would also be an asset.
The candidate must be conversant with PeopleSoft/MSRP Supply Chain applications.
The incumbent liaises with other UN agencies, implementing partners and government departments and fully participates in the logistics cluster meetings for coordination of activities. Good negotiation skills are needed. S/he also requires excellent communication skills to develop a supply chain strategy, structure and budget that is aligned with the global strategy and inserted in the Operations plans.
Excellent working knowledge in French and English is required as more and more reports, internal as well as external, are requested in English. The Democratic Republic of Congo (DRC) hosts 529,061 refugees as of 31 December 2018 countrywide (including 216,986 Rwandan refugees, 172,011 CAR refugees, 43,010 Burundian refugees and 95,704 South Sudanese refugees).
DRC also hosts more than 4 million IDPs mainly located as follows: 1.4 million in Kasai provinces, 1.1 million in North Kivu province, 545,273 in South Kivu province, 603,000 in Tanganyika province, 210,000 in Ituri province, 147,000 in Maniema province, 96,000 in Haut-Katanga province, 64,000 in Haut-Lomami province and 16,000 in Lualaba province. As lead Protection Cluster, UNHCR continues to play a key role supporting the DRC Government in implementing a durable solutions strategy in order to help end the circle of protracted displacement in the country.
In April 2018, the United Nations system-wide Level 3 emergency declaration for the Kasai region and the provinces of South Kivu and Tanganyika was de-activated. At the same time, security and humanitarian conditions in the provinces of Ituri and North Kivu have deteriorated sharply. In Ituri, on-going violence has seen a rise in the number of internally displaced persons to almost 350,000. A further 92,000 have fled to Uganda, creating a refugee emergency for which an internal Level 2 emergency was declared. In North Kivu, 500,000 people have been displaced since the beginning of the year, bringing the total number of IDPs in the province to 1.45 million.
Both situations have witnessed, among others, forced recruitment, sexual and gender based violence and kidnapping. The recent outbreak of an Ebola epidemic has compounded matters. Along with other humanitarian actors, and working pursuant to its coordination roles for protection, CCCM and emergency shelter, UNHCR is distributing emergency relief items, meeting other essential needs through cash transfers and implementing shelter programmes for returning IDPs in both provinces. The Office is undertaking protection activities, strengthening the capacity of local communities and authorities at all stages of the displacement cycle, fostering peaceful co-existence and dialogue and promoting participation of youth and women in decision-making and promoting dialogue all with a view to addressing critical protection risks and advancing solutions.
In October 2018, 350,000-400,000 Congolese nationals have arrived in the Kasai region, forcibly expelled from Angola, where the majority were working in the unregulated mining sector. The returns were part of ¿Operacao Transparencia¿ and involved significant human rights abuses in Angola, as well as engendering protection incidents on the Congolese side of the border. Thousands of returnees have walked or otherwise organized their own return to villages and towns in the Kasais and Lualaba Province, as well as further afield ¿ in many cases overwhelming already fragile communities struggling to cope with the needs of returned IDPs and with interethnic tensions exacerbated by limited services and a fragile political environment. The humanitarian community is collaborating on immediate responses in the border communities and on upscaling support to areas of return, and has asked for all actors to identify where they will engage. At the same time of addressing the dictates of responding to the ever-changing demands of the IDP emergencies, UNHCR is called to be present to deliver assistance under its mandate to refugee caseloads scattered in various locations throughout the vast DRC territory.
Political tensions are very high in Kinshasa and it is feared that the Presidential elections, which are now planned in December 2018 after having been postponed several times, will bring a lot of insecurity in the big towns of Kinshasa, Goma, Lubumbashi, Kalemie, etc¿ where UNHCR is present.
The Regional Office in Kinshasa supervises and provides support to 5 sub-offices and 13 field offices/units within the Country. It also oversees operations in Gabon, Sao & Principe and the Republic of Congo which provides support to more than 55,000 people of concern.
The Assistant Representative (Supply) reports directly to the Deputy Regional Representative. His/her primary responsibility is to advise and assist the Regional Representative in the overall management of UNHCR¿s supply chain activities within the country of assignment in support to the Organization¿s mandate. The Democratic Republic of Congo is the third largest country in Africa, and as a result is quite diverse. Living conditions therefore vary between UNHCR duty stations, with all usual amenities present in the capital Kinshasa, but only very basic conditions in remote duty stations in the provinces, where, for instance, there may be no guarantee of public power supply nor running water. Accommodation is very expensive in Kinshasa. There are several Supermarkets in town but consumer items are generally very expensive (as everything is imported). For food, local markets offer a much cheaper alternative. Kinshasa is considered family duty station effective 1 January 2015, despite the fact that most facilities and amenities are still basic.
The unit of currency is the Congolese Franc. The US dollar is the other preferred currency. It may be impossible to exchange traveller¿s checks away from the capital city. Credit cards are usually accepted in major hotels only in Kinshasa. In larger towns and cities (e.g. Kinshasa, Goma, Bukavu, Kisangani), it is recommended to open US Dollar bank accounts, while in other places, banks may be absent (including ATMs) and payments will be processed in cash.
In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili. Kinshasa is a security level 2 duty station. Security threats in Kinshasa are mainly from crime and potential civil unrest. UN personnel are not specifically targeted but criminals focus attacks on those perceived to have money and valuaables. Crimes are primarily committed by street children locally called ¿Shegues¿, more organized gangs and unemployed youth called ¿Kulunas¿ and sometimes uncontrolled elements of the national security forces (police, soldiers, etc.) Female candidates are encouraged to apply.
Please note that the closing date for vacancies in the Addendum 4 is Thursday 28 February 2019 (midnight Geneva time)