Snr Supply Officer
Bangui (Central African Republic)
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.Senior Supply Officer
The post of Senior Supply Officer takes on the role of leading, coordinating and supervising all supply activities within a country or operation. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate the operation. The incumbent directly supervises professional and general service staff in the operation, and reports to the Representative or the Deputy Representative (Operations) at the same level as the Programme and Administration functions. The incumbent will also have direct working relationship/arrangement with the Head of UNHCR offices that fall within the domain of the office and will also have a responsibility to monitor, coach, guide and intervene with the staff within the given area of responsibility.
- UNHCR has an effective local supply chain that enables the country operation to meet the needs of persons of concern.
- UNHCR delivers timely and quality goods and services to its country operations and persons of concern.
- The country has a local infrastructure that is robust and flexible enough to accommodate the needs of its operation, and timely response to emergency.
- The operation has effective partners to support supply activities.
- The local supply chain is optimised and aligned with the operation's evolving needs and management system.
- Develop 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.
- Plan and develop 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. Implement the plan then periodically review it to ensure maximum effectiveness and efficiency.
- 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 country operation's supply workforce.
- Evaluate the feasibility of, and select 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 procedures.
- Assess the environment and situation in which a supply operation will take place. Implement supply operations in the field in the best manner possible through elimination of obstacles.
- Coordinate the work of the supply units so as to achieve operational objectives in a timely and cost-effective manner. Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR. Implement management tools and resolve difficulties by finding solutions to problems and bottlenecks through development of innovative solutions to problems that meets the needs of refugees and other persons of concern.
- 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.
- Manage the performance and 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 UNHCR's country level supply chain capacity and preparedness, as well as, that of its partners to ensure that adequate capacity exist also to cover emergencies.
- Sustain the supply chain's capacity throughout an emergency and ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.
- 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 the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- Research the market, identify, assess and select vendors based on their capability for timely delivery of the right quality 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 operation and established quality standards. Establish a quality assurance processes which includes specific internal controls and self-evaluation criteria and procedures.
- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- 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.
- Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project execution against the plans and take action when actual implementation deviates from plans.
- 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.
- Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- 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.
- Allocate resources in compliance with the resources allocation framework and determine the country operation'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 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 country operation's supply chain workforce within standards established by UNHCR.
- Appraise the performance of supervised staff.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Graduate degree (equivalent of a Master's) in Economics, Business Administration, Logistics or related fields plus minimum 8 years of previous work experience relevant to the function. Undergraduate degree (equivalent of a BA/BS) plus 9 years or Doctorate degree (equivalent of a PhD) plus 7 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
- 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 Senior 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
M006L3 - Managing Resources Level 3
M002L3 - Managing Performance Level 3
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
M005L3 - Leadership 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>
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.
Under the direct supervision of the Assistant Representative (Operation), the incumbent is tasked to lead, coordinate and oversee all supply chain and logistics management activities in UNHCR operation in CAR.
The Senior Supply Officer will also determine shipment methods, routes and delivery schedules to meet demand in the most timely and cost-effective manner. The Senior Supply officer will assist the office in awarding, approving and terminating local contracts and frame-agreements in accordance with delegated authorities, as well, as relevant UNHCR regulations, rules and procedures.
The Senior Supply officer maintains regular contact on a working level on routine issues with other UNHCR units and Field offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate the operation. The incumbent will have to work closely with other UN agencies in the framework of logistic cluster coordination with the aim of mutualizing further efforts and resources as necessary. The incumbent will equally be responsible, amongst other operational responsibilities that the Assistant Representative (Operation) might want to attribute to him/her. Proficiency in French is essential to properly and efficiently carry out duties related to this post in the Central African Republic.
The right candidate should be able to oversee the supply activity, coordinate supply chain function. Implement the SOP for SC Planning. This includes clear needs assessment of CRIs for the operation, the setting of safety stock level in each of the warehouses and a replenishment plan in coordination and agreement with SMLS.
Establish new Frame Agreement as required and renew the existing one subject to satisfactory performance. Improve coordination among UN agencies for Common UN Procurement at the Country Level. Advise the Local Contract Committee on procurement regulations. The candidate should have an extensive experience in supply chain function minimum of 10 years of experience. UNHCR CAR needs a full-fledged P4 Snr supply officer to cover the increasing supply activities to support the operation in CAR. The Snr Supply Officer P4 will play the role of leading, coordinating and supervising all supply activities within the CAR operation. (S)He will have the responsibility for maintaining contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate the operation. Implement the physical verification of inventory and PPE by the end of the year, as per instructions from SMSLS.
Supervise and monitor the PPE verification process in CAR
Ensure the timely and accurate submission of inventory reconciliation report
Manage contingency stock to respond immediately to emergencies. Review the stock level in each warehouse and produce an action plan to eliminate the excess stock and obsolete by end of the year.
Improved quality of warehouse management, including insurance, optimizes the storage space utilization, Review low value warehouses and take the necessary action as a cost saving measure.
Ensure that CRI orders are received on time at the final destination with the requested quantities. Enhance the capacity of UNHCR CAR on supply management. Provide supply staff and other stakeholders training on supply chain function.
Enhance the capacity of all supply staff to enable them acquire the knowledge pertaining to supply chain function through training and coaching.
Enhance the capacity of our implementing partner on WH and inventory management through training and coaching
Create synergies among all stakeholders responsible for effective and efficient delivery process by applying best practices.
Encourage and support supply staff to improve their skills through learning activities made available by UNHCR.
Actively participate in the logistics cluster meeting. In view of the scope and the challenges the operation faces in areas of logistics and supply management, UNHCR CAR should target highly experienced professional in Logistics/Supply.
It should be recalled that CAR remains a landlocked country with poor infrastructure, coupled with the insecurity prevailing in the major part of the country; only 2% of road network in the whole country are paved and practicable within a year.
During the last five years, the Organization has developed multiple tools and mechanisms to be fulfilled by each Representation in order to substantially improve the Supply chain delivery to better serve the people of concern.
Due to these compelling operational reasons, the Supply Chain Management remains extremely complex and challenging. As such, it requires a sound and proven expertise from an experienced professional to ensure an efficient delivery. This has become more critical at the time this operation is in the process of planning the return and reintegration related activities of CAR refugees returning from three neighbouring country.
Based on the foregoing, the Senior Supply Officer for CAR operation should be capable of performing the following functions:
Supply: the context of CAR necessitates a strong strategy planning for provision of goods and services to cope with the multiple and variable demands of the operations.
Sourcing: due to the poor local market, a robust procurement strategy has to be developed and implemented in order to fully sustain the operation needs.
Delivery: a comprehensive transport strategy system should be carried out, so as to improve the overall in country delivery. This has to be performed under innovative approaches that optimize the costs involved
Asset management: currently the operation handles 250 assets amounted 8.5 million dollars. These items are located in the four corners of the country. A broad and substantial methods need to be set up to ensure they remain under a full control of the operation. Compliant supply chain process: above all, the supply chain and logistics management have to be handled under the strict auspice of the established procedures. Failing to do so, will not only jeopardize our overall delivery but may also put at high risk the success of the CAR operations.
Inter-agency coordination: The senior supply officer is tasked to represent UNHCR in the Logistic cluster coordination and advocate for UNHCR interest in the context of inter-agency coordination.
With the above mentioned factors, the supply chain and logistics of CAR have to be managed by well seized and proven skilled staff at a P4 level who should play an instrumental role in the ongoing process of planning related activities of voluntary return and reintegration of CAR refugees. UNHCR has 7 offices in CAR: 1 Representation (Bangui), 1 Sub-Office (Bouar) and 4 Field Offices (Bambari, Kaga-Bandoro, Paoua, Obo); in addition to a Field Unit in Berberati.
The country is landlocked with very limited travel possibilities and surrounded by countries with volatile and security problems (Chad, DRC, Sudan, and Cameroon). Volatile socio-political situation, social unrest and grievance in the capital city Bangui with frequent civil servants strikes causing interruption of health, education and civil service due to years of unpaid salaries. Power cuts are a norm causing insecurity in town. The population in Bangui including the expatriates is concerned about cases of criminalities as a direct result of the crisis. The country is totally dependent on Cameroon seaport situated 1,500 kms away causing regular shortage of basic domestic goods. Travel time from Douala (Cameroon) to Bangui for a truckload averages 4 days to a week because of very bad roads and several roadblocks. The country security level is between 3 and 5 restricting movement to official travel only. Currently the curfew applies from 10 pm to 5 am. This situation puts great stress on staff members. There are very limited medical infrastructures and services do not function properly. Nevertheless, a UN Dispensary provides basic medical care for the UN personnel. Staff upon arrival are accommodated in UNHCR guesthouse until they arrange their own private accommodation inside the approved security perimeter in Bangui. Despite the peace talk lead by African Union, the security situation across the country remains volatile. Crime and armed conflict are the main concerns. Armed clashes are still occurring between armed groups, national security forces and peacekeepers. Bambari and Kaga-Bandoro are the hottest place during the last 3 months, the risk of crime and armed confit is very high. As risk management measure, restriction of movement are depending time to time based on security assessment. Armed criminal continuous to target UN personnel and NGO staffs in most of the cities controlled by armed groups as Bambari, Kaga Bamdoro, Bria, Ndelé, Birao, etc... Other crimes such as theft, abduction, and armed robbery, destruction of property, illegal detention of weapons, murder, torture and sexual violence continued throughout the country. The deployment of members of the Central African Armed Forces (FACA) in Bangui and other cities led to an improvement of the overall security situation somehow.
Movements, activities of and clashes between opposing armed groups, particularly elements of former Séléka groups and the anti-balaka have increased in Basse-Kotto, Haute-Kotto, Ouaka and Nana Gribizi, Ouham, Ouham-Pendé prefecture. Specific Threats:
1. Armed conflict and criminality are the daily main threats in CAR
2. Clashes in urban areas between armed groups are frequent
3. Risk of armed conflict is very high and UNHCR staff is exposed to collateral damages
4. Humanitarian convoys escorted by MINUSCA are ambushed by armed groups on some axis,
5. Military escort is a MOSS requirement in some areas.
6. High risk of looting of humanitarian offices and guest houses
7. Presence of road blocks erected by armed groups on axis used by humanitarian
8. Evident intention of armed groups to hijack humanitarian for different reasons This situation evolves out of decades of frail state institutions and political processes. The main drivers of the conflict over the years have been:
- Absence of state authority throughout the country;
- Strong centralized system of power that prior to the Libreville Agreement was concentrated in the Presidency and was combined with blatant nepotism;
- Weak political class and leaders;
- Poor economic development with a concentration of resources in the hands of foreign nationals;
- Concentration of security forces in the capital; and Lack of development,
- Poor control capacity along borderlines,
- Lack of justice,
- Weak operational capacities of FACA and ISF.
Please note that the closing date for vacancies in the Addendum 4 is Thursday 28 February 2019 (midnight Geneva time)