Supply Officer

D

FamilyFamily

PR3

Professional

Reason

Regular > Regular Assignment

No

2022-11-21-08:00

December 15, 2022

Supply Officer

Organizational Setting and Work Relationships
The Supply Officer supports the supply activities at global, regional or country operations level. The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office. In the Bureau the incumbent normally reports to the Senior Supply Officer or the Senior Operations Coordinator. In the Country Operation s/he normally reports to the Senior Supply Officer or the Head of Office, as appropriate. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate supply activities operations. The incumbent may directly supervise professional and general service staff in the office. As and when required, the incumbent will provide support to other units under the respective area of responsibility.

S/he will ensure effective supply chain that enables the office to meet the needs of persons of concerns as well as timely delivery of quality goods and services to persons of concern. Further, the incumbent will create/maintain a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses, along with effective partners to support supply activities. The incumbent will also create/maintain offices' supply chain optimised and aligned with the operations' evolving needs and management systems.

The incumbent maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies, and International Organisations within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement actions if, as and whenever necessary.

The incumbent will support the coordination of the delivery of assistance from the regional warehouse, if applicable. S/he will liaise with SMS staff who manage the Global Stockpiles and who 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 operation.

In the Bureau the function extends to capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement, logistics and asset management rules and regulations; as well as support supply planning, implementation, reporting and statistics. The Supply Officer, being part of the Bureau Supply team will, take on the role of supporting, analysing and coaching the supply functions at Country Operation levels. The Supply Officer will primarily focus on supporting the sourcing/procurement aspects of the supply function, as Bureau remains a procurement-prone region requiring a sound level of risk management tools. In complex and challenging operational environment, an excellent procurement expertise will then be required to mainstream UN procurement principles as well as UNHCR internal policies throughout the region. This would include to ensure that each country operation can maintain an effective and compliant supply chain that enables the office to meet the needs of persons of concerns as well as timely delivery of quality goods and services to persons of concern. Furthermore, the incumbent will be part of the reviewing team of the Regional Committee on Contracts which has been established to approve cases at a higher threshold than the Local Committee on Contracts. The Supply Officer will assist Country Operations on how to create/maintain a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses, along with effective partners to support supply activities. S/he will also have a large responsibility on capturing, analysing and reporting the information from the different Country Operations of the Bureau. This would require strong interaction and coordination in addition to an excellent knowledge of UNHCR tools (MSRP, Focus) and data analysis.

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
- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- Support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation.
- Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- Contribute to the development of 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.
- Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
- Guide the office should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.
- Assist in the coordination with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).
- Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.
- Support the Identification of partners for supply chain projects based on objectives, priorities, strengths and resources of the Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
- Participate in Identifying, assessing and selecting 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, increases efficiency 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.
- Support the coordination activities of 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.
- 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
- Implement supply operations 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.
- Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.
- Depending on the size of the operation act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.

In the Regional Bureaux:
- Support Country Operations on how to implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented.
- Ensure that global Supply policies are understood by all Supply teams in the region by offering summaries and relevant interpretations in the regional context.
- Seek opportunities for regionalizing and streamlining Supply operations where operational advantage can be achieved
- Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
- Organize and deliver training at regional level in the different Supply functions such as procurement, logistics, asset and fleet management.
- Assist in coaching and advising individuals or Supply teams as requested.
- Track global Supply KPIs for the region and devise 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 that they are implemented throughout the region.
- Regularly visit country operations and their Supply teams including visits to camps and other operational sites, provide oversight and support within the operational context.
- Assist in providing a diagnostic on MSRP management reports for country operations, and coordinating with the Regional Supply Coordinator for necessary follow-up to ensure that data, in particular stocks accurately and completely reflect the reality in the warehouses.
- Support the revision of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations.
- Ensure that country needs assessment plans are established, combine them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Monitor and advise operations on import and customs clearance (as required) to resolve and ensure bottlenecks a smooth flow of goods to the operations.
- Ensure coordinated emergency deployments of staff in consultation with SMS to countries in the Bureau.
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree

Field(s) of Education
Supply Chain Management;
Business Administration;
International Commerce;
Engineering;
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service oriented manner. Proven ability to manage a team.
Desirable
Database management skills and experience and working knowledge of ERP systems, ideally of UNHCR¿s MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Aviation services knowledge for movements of goods/passengers.

Functional Skills
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-UN/UNHCR Procurement Rules and Procedures
DM-Database Management
SC-Supply Chain planning and strategy development
(Functional Skills marked with an asterisk* are essential)

Language Requirements
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.

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.

Please refer to the Operational Context.
For the review of internal candidates, completion of the UNHCR Certification Programme in Supply Chain Management (CP-SCM) will be an added advantage.

English

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The incumbent will be supervised by the Senior Supply Officer in Cox's Bazar.

In order to effectively respond to the operation’s requirements, a Supply Officer having a strong procurement profile is essential and required. The incumbent will be supervised by the Senior Supply Officer in Cox's Bazar. The main responsibilities of the incumbent of this post will be to administer the existing 150+ local frame agreements and deliver against the annual procurement plans of the respective budget holders. This will include responding to ad-hoc needs related to urgent requirements by initiating and drafting tender documents, following closely with all stakeholders of the procurement process, compiling, drafting and presenting CoC submissions.

The incumbent should demonstrate the ability to build and maintain supportive relationships and work closely with a wide range of customers both internal and external in support of successful supply chain implementation by drawing on both theoretical knowledge and practical experiences to provide workable solutions by providing procurement advice to the requesting units.

The incumbent would be required to apply UNHCR’s supply chain rules and procedures in a consistent, effective, timely and transparent manner.

The incumbent is also required to have working knowledge of warehouse management, assets/inventory tracking, logistics network analysis, and ability to propose and introduce adequate improvements, as well as assist with drafting of contingency plans related to the relocation, potential returns and natural disaster preparedness and response, coordinate and provide logistics support to all stakeholders involved.  In addition, maintain close contacts with other UN agencies, INGO/NGOs, government partners and commercial contractors in the area involved in facilitating logistics operations.

The candidate must have:

- Excellent drafting, evaluation and analytical thinking skills.

- Excellent communication, interpersonal skills and refined negotiation skills.

- Organizational skills, attention to details.

- Time management and prioritization being of paramount importance.

- Demonstrated knowledge and capability of working autonomously while having thorough proven working knowledge on UN(HCR) procurement, with the ability to manage multiple complex tenders, bid evaluations, submissions to the procurement contracts approval committees and contracting, simultaneously, in a fast-paced operation.

- Contract negotiation utilizing existing rules and best practices.

- Previous experience in complex Field operation(s).
- Ability to shape and influence agreements with requisitioning units, vendors, apply technical expertise.
- Knowledge of quantitative methods to measure supplier capacity systems, ability to identify sources of supply, analyse market trends and pricing;
- Ability to set-up Key Performance Indicators (KPIs), convene meetings to take stock of progress against the set KPIs, and build consensus around priority matters;

 

Living and Working Conditions:

Cox's Bazar is a category D family duty station with a 2-year Standard Assignment Length (SAL). Educational facilities are limited, and international schools from primary to secondary school are currently available in Dhaka only. Health services are limited in Cox's Bazar, but more reliable facilities are available in Dhaka. Malaria and dengue risks exist throughout the year. Vaccination against Japanese Encephalitis and diphtheria are recommended.

Cox's Bazar is a principal tourist destination within Bangladesh, due to its location at the Bay of Bengal and its long beach. Infrastructure and shopping options in Cox's Bazar - a small city of just 250,000 persons is very basic. International staff reside in privately rented apartments, or serviced apartments all of which provide basic standards.

The Rest and Recuperation (R&R) cycle in Cox's Bazar is 8 weeks. The R&R location is Bangkok, Thailand. Cox`s Bazar is connected by several daily flights to Dhaka, albeit only during daylight hours. Banks/ATM machines are available in Cox's Bazar and credit/debit cards are accepted. Foreign currency can be exchanged in banks and exchange houses. Staff who intend to be joined by family members, in particular young children, should contact HR for more information, as educational and medical facilities are not adequate.

The security level system in Bangladesh is level 3 moderate. Although security is generally acceptable, given the current situation in the area, no movement on highways at night is allowed. Walking and jogging in the streets as earmarked is permitted. Crowded local markets should be avoided.

Security Clearance is required and can be requested via TRIP at https://dss.un.org. Requests for clearance should be submitted 7 days prior travel.

Additional Qualifications

Skills

SC-PeopleSoft Supply Chain Management

BA: Business Administration (Required), BA: Economics (Required), BA: Marketing (Required), BA: Social Science (Required)

Certifications

Logistics - Other, Procurement and Supply Fellowship _ CIPS - Other, Supply Management - Other

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Refugees, Working with Persons of Concern: Stateless

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2022 Part B – November 2022

This position doesn't require a functional clearance