Snr Supply Coordinator
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 Coordinator
Organizational Setting and Work Relationships
The Senior Supply Coordinator may work in a country operation, a Regional Bureau or a division. The incumbent typically will work under direct supervision of the UNHCR Representative or Assistant Representative or Head of Operations or Head of Service S/he will advise and assist in the overall management of UNHCR's supply chain activities within the area of responsibility (AoR), which could be a country operation, several country operations or a region or in the division in support to the Organization¿s mandate. The incumbent has direct supervisory responsibility for a team of supply staff in the division, Bureau or country operation and may supervise other staff.
The Senior Supply Coordinator will oversee the efficient use of resources within their remit. S/he will have direct working relationship/arrangement with the Head of UNHCR offices with the AoR and will also have a responsibility to monitor, coach, and guide and intervene with Supply staff within the given AoR.
The incumbent will coordinate the delivery of assistance from the warehouses, if applicable. S/he will liaise with Supply Management Service (SMS) staff whom manage the Global Stockpiles and whom manage the Global Asset and Fleet Management, if and as required. In addition, the incumbent will coordinate with SMS regarding policies, overall planning, and management of resources that have an impact on Supply or where Supply has an impact on other parts of the operations.
The incumbent will maintain regular contacts with the Representatives and Heads of Offices in the AoR, SMS staff at HQs and Supply staff in the region 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 Senior Supply Coordinator can directly influence the design and operation of UNHCR's supply chain management in the AoR. 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 persons of concern. The Office's overall credibility could also be jeopardised.
In the Regional Bureaux, the incumbent is responsible for ensuring, in an effective and efficient manner which supports the Organization¿s Mandate, overall quality assurance and managerial support of operations, in line with the Bureau¿s 2nd line function, within the three lines of defence conceptual framework for effective control and risk management adopted by the UN system.
S/he will, further, cover the full spectrum of managerial oversight, manage performance and monitor the adherence of Country Operations to UNHCR's rules and regulations, monitoring, identifying and addressing any emerging issues and risks as appropriate. The incumbent also promotes a culture that is results-oriented, efficient and based on trust and pursues measures to ensure that inclusion, gender balance and diversity are taken into due consideration in staffing, resource allocation and representation at all levels throughout the AoR.
As a key custodian of the organization's standards of conduct, s/he will proactively establish a working environment where all personnel feel safe, heard, equipped and empowered to speak up; demonstrate no tolerance for sexism, gender inequality, discrimination of any kind, abuse of power, harassment or sexual harassment; foster ongoing dialogue on those matters; take seriously all issues of inappropriate behaviour and actions reported, whether formally or informally; and seek guidance and support as necessary to ensure that appropriate follow-up is taken, working on the basis of zero tolerance for any form of misconduct.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.
- Assist the operations within the AoR in the overall management of UNHCR's supply chain activities in an effective and efficient manner by providing technical advice and support to operations across the range of supply functions. For example; sourcing, procurement, fleet, assets, logistics, warehousing, customs clearance, transport, air operations, construction procurement and contracting, vendor performance, partner performance, overall supply reporting.
- Rapidly respond to changing needs in an emergency mobilizing adequate resources (financial, human and material).
- Be actively involved in the selection of partners and the design of partnership activities as stated in the PPAs across the supply functional areas. In close coordination with Programme and Project Control functions, ensure that the delegation to Partner Procurement is done in accordance to policy, observing the best interest of the organization. Support offices in determining if there is a comparative advantage over direct implementation and/or the commercial sector. Monitor performance of partners regarding Supply functions and support offices in resolving performance. Escalate to HQ concerns regarding transparency, ethics and handling of funds/resources.
- Coordinate fleet planning and right sizing for operations within the AoR in line with operational needs and existing policies and procedures.
- Membership in the appropriate asset management board to ensure timely disposal of obsolete vehicles and other assets.
- Coordinate and track the responses to deadlines for reporting on various supply activities such as; physical verification of inventory, physical verification of assets, timely submission of vehicle incidents and submission of claim documents, coordinate audit responses on supply recommendations with the operation and SMS.
- Conduct trainings / workshops with UNHCR staff or partners or suppliers on specific supply topics and monitor impact of such.
- Coordinate, manage and support the procurement processes to ensure timely, cost-effective and adequate delivery of goods, services and cash based interventions (CBI) to support operational needs.
- Advise offices within the AoR on supply chain structures to meet the needs of the local environment and to safeguard that the right level and number of supply staff in the operations given the volume, risk and context.
- 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 and continually improve logistics and procurement planning, for instance by utilizing the DEMANTRA system and reviewing the Country Financial Report, in order to enhance transparency and efficiency. Monitor procurement forecasts versus actual requirements so as to improve any shortcomings in the process.
- Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plans. Maintain the Supply contingency plans based on operational needs and diagnostics. Prepare strategies and plans for procurement and delivery of relief items and/or CBI according to UNHCR's short-, medium- and long-term requirements to support operations.
- Develop a supply chain strategy, structure and budget that is aligned with the UNHCR and SMS strategy is inserted in the operations plans, COP planning and reporting.
- Provide guidance on and conduct market research to expand local and regional sourcing.
- 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.
For positions in the regional bureaux only:
- Act as the Ex-officio of the Regional Committee on Contracts. Advising the committee on the procurement rules during the meetings, reviewing and clearing cases from offices in the region to submit to RCC for approval within delegation of authority. Conduct oversight on LCC performance within in the region and provide feedback and guidance. Make recommendations to SMS if a procurement delegation should be reviewed.
- Assess the need and proposing emergency procedures such as extended procurement deadlines to facilitate the work of the teams and make Supply operations more responsive to operational needs and deadlines.
- Regularly visit country operations and their Supply teams including visits to camps and other operational sites, provide oversight and support within the operational context.
- Organize and deliver training at regional level in the different Supply functions such as procurement, logistics, asset and fleet management.
- Assist in preparations for audits and other strategic reviews of Supply including check lists and pre-audits as well as follow up on implementation of recommendations by the auditors.
- Make available Supply staff from the regional team for supporting country teams after the assessment of requirements.
For positions in country operations only:
- Act as the Ex-officio of the Local Committee on Contracts. Advising the committee on the procurement rules during the meetings, reviewing and clearing cases from offices in the country.
Job Descriptions for all UNHCR jobs will also include the following as part of the 'Duties':
- Perform other related duties as required.
Years of Experience / Degree Level
For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree
Field(s) of Education
Supply Chain Management; Business Administration; International Commerce; Economics;
or other relevant field.
Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS
Relevant Job Experience
8 years should be in international capacity in Supply, preferably in a UN agency.
Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications.
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-UNHCR Procurement Rules and Procedures
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. 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
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
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.
Please note that the closing date for vacancies in this addendum 4 to the September 2019 Compendium is Thursday 13 February 2020 (midnight Geneva time)