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Senior Supply Associate

Pretoria (South Africa)

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Pretoria (South Africa)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Logistics
    • Supply Chain
  • Closing Date: 2022-01-22

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Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.2). If you have questions regarding your eligibility, you may also contact the HR Unit.

In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies.

Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above. However, current GS staff members holding an indefinite or fixed-term appointment in the country of the vacancy who apply for a position two grades above the personal grade will be considered as Group 2 applicants.

Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy.

I. Current locally recruited UNHCR staff members holding a temporary appointment up to a maximum of two grades above their current positions;
II. Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females) up to a maximum of two grades above the last position at UNHCR;
III. National United Nations Volunteers currently working for UNHCR;
IV. National UNOPS and individual contractors currently working for UNHCR;
V. Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member¿s personal grade;
VI. Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;
VII. Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;
VIII. Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment up to a maximum of two grades above their current positions.

External candidates: External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position, candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country. ¿ Interested Group 1 and Group 2 applicants need to apply through MSRP ¿ Self-Service ¿ Recruiting Activities ¿ Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile.

¿ Interested external applicants need to apply online and complete the mandatory motivation letter.  For technical issues with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. 
https://www.unhcr.org/careers.html ¿ Careers ¿ Career opportunities ¿ Other Opportunities ¿ Vacancies ¿ sort by Location or search by Job Opening number. 

¿ Applications will be accepted only via the online portals. Please do not send application via
email.

¿ Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and do a competency based oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).

¿ The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

¿ UNHCR strongly encourages qualified female applicants to apply. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms gender, disability, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. All applications will be treated with the strictest confidentiality.

¿ UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General¿s Office (IGO) at [email protected] or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.

For any technical problems encountered during the online application, please send an email to the below email address titled ¿Online VA Query-your name and surname¿ ¿. Human Resources Pretoria SAMCO [email protected] . Senior Supply Associate

Organizational Setting and Work Relationships

The Senior Supply Associate manages and supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring, as applicable for the area of responsibility (AoR).

The incumbent is supervised by the Supply Officer and receives regular guidance and instructions from the supervisor on successive steps. S/he may supervise some general service and/or AWF staff. 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 performing the supply function. The duty of the Senior Supply Associate is to support and monitor the management of material resources within the geographical area covered while exercising efficiency in the use of the available resources.

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.

Duties
- In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
- Prepare plans for delivery of relief and other non-food items according to the operational needs and regularly update the information in UNHCR IT systems.
- Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems.
- Contribute to preparing supply chain management plans, implement them and provide information on the status of requests and the availability of items in the different steps of the supply chain.
- Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
- Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
- Draft and dispatch quotation requests and/or tenders, assist in the evaluation of offers and draft bid-tabulations and prepare proposals for award of contracts to the Committee on Contracts.
- Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence.
- Support warehouse management; monitor the manufacture/transport of ordered goods and relocations of goods between UNHCR warehouses to ensure timely delivery.
- Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable. 
- Ensure that PPE agreements are properly issued and signed.
- Ensure proper preparation of disposal forms and cases for the Asset Management Board.
- Provide asset management reports, customised reports, and gather information on all assets and provide in-depth reports periodically and when requested.
- 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.

In the Regional Bureaux
- Track the progress of specific operations and advice senior regional and/or country operation¿s management including guidance that ensures timely implementation and/or corrective actions, as required.
- Assist in coaching and advising individuals as requested.
- Track global Supply KPIs for the region and assist in devising regional ones, as required.
- Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and ensure compliance through provision of guidance and advice to senior regional and country operation¿s managers.
- Assist Country Operations in MSRP management.
- Support the analysis of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations by providing advice and corrective measures in compliance with Supply and Financial rules and regulations.
- Support the country needs assessment plans and ensure their full inclusion/reflection in the regional procurement plans. Monitor the implementation and propose/review revisions based on operational needs.

In the Country Operations
- Ensure local liaison with partners to effectively support the supply activities.
- Provide effective local support to UNHCR supply chain to develop an infrastructure that accommodates the needs of its operation.
- Manage storage of goods according to "best practices" and UNHCR rules and regulations.
- Ensure timely customs clearance of consignments.
- Coordinate supply activities of UNHCR Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Establish PPE status through regular physical verification.
- Manage PPE disposal process for the old/obsolete items according to Asset Management Board decisions and plan for replacement items.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organisation including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), and organisation of the physical verification of PPE.
- Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt local process to the prevailing environment.

- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Trade; Commerce; Business Administration;
Economics; Marketing; or other relevant field.
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified

Desirable
Other UN procurement and logistics training ¿ such as IAPSO and UNPD.

Functional Skills
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Logistics
SC-Warehouse Management
SC-Asset Management
SC-Fleet Management
SC-Customs clearance
SC-Public procurement
(Functional Skills marked with an asterisk* are essential)


All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

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. Competency requirements:

Core Competencies:
Competency requirements:
- Accountability
- Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation

Managerial Competencies:
- Managing Performance
- Empowering and Building Trust

Cross-Functional Competencies:
- Analytical Thinking
- Planning and Organizing
- Stakeholder Management Please also note that English is essential for this Job Opening. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and do a competency based oral interview. Closing date is the 22 January 2022
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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