Senior Supply Assistant

H (no hardship)

FamilyFamily

GS5

General Service

Reason

Regular > Regular Assignment

No

2023-01-01-08:00

December 13, 2022Senior Supply Assistant Organizational Setting and Work Relationships The Senior Supply Assistant provides supply support to all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility (AoR). The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific 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 incumbent is to support the management of material resources within the geographical area covered while exercising efficiency in the use of those 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. - Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services. - Initiate custom clearance of consignments, draft exemption requests, and liaise with local agents. - Support warehouse management, and assist with planning of goods & services deliveries, and provide information on the status of requests and the availability of items in the supply chain. - Maintain accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request. - Examine purchase requests to ensure conformity and liaise with requesters. - Prepare quotation requests and tenders, produce bid-tabulations from tenders and prepare Purchase Orders for approval. - Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services. - Provide information on all procurement activities within the AoR. - Produce standard asset management reports and other asset information, periodically and when requested. - Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making. In the Regional Bureaux: - Track global Supply KPIs for the region and assist in preparation of regional ones, as required. - Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and provide relevant reports to senior managers. - Assist Country Operations in MSRP management. In the Country Operations: - Ensure local liaison to effectively support the supply activities. - Assist in the management of the storage of goods according to "best practices" and UNHCR rules and regulations; - Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation, including registration and marking of new PPE, physical verification of PPE, preparation of agreements and disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher Field(s) of Education Not applicable Certificates and/or Licenses Not specified Relevant Job Experience Essential Not specified Desirable Not specified Functional Skills IT-Computer Literacy SC-PeopleSoft Supply Chain Management SC-Supply Planning SC-Customs clearance SC-Logistics SC-Warehouse Management SC-Asset Management SC-Fleet Management (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.

The Supply Planning Section (SPS) supports HQ divisions, the Regional Bureaux and the field operations with three main functions: Warehouse and Inventory Management, MSRP Helpdesk Support and Project Management, and Data Analysis and Communications. SPS supports end-to-end inventory supply chain and provides guidance to field operations, based on demand forecasts, available stock and sourcing plans, historical supply and operational data.
The Senior Supply Assistant is responsible for supporting the work of Helpdesk Support and Projects Management Unit of the Supply Planning Section, Supply Management Service.

The Unit supports colleagues globally with managing supply chain processes in UNHCR’s Enterprise Resource Planning (ERP) system. The Unit is responsible for the supply chain process set up in the system such as master data management, as well as defining business requirements and following up on change and fix requests. The incumbent will assist the overall work of the Unit with, including but not limited to the analysis of system data and consistent application of relevant policies and procedures.

The core task will be to provide support to colleagues globally on system related questions and troubleshooting through a corporate service desk ticket management structure. A second UN language (in addition to English) will be an asset.

In the current context, the incumbent will also support as required in the implementation of the Cloud ERP Project as well as other project in relation to Supply Management Services. The Cloud ERP project, which is part of the organization-wide Business Transformation Programme to improve its business and results, aims to provide UNHCR with new operational, planning and back-office systems using digital-era cloud technologies and ERP solutions. Previous experience in working with an ERP system will be an asset. Working in a team and with a customer-oriented mindset is desirable.

The staff member shall also support the development, monitoring and timely update of Demand Management and Supply Planning, as well as activates conducted in relation to DESS-SMS Strategy as deemed necessary.

The incumbent is supervised by a higher-level supply position and receives regular guidance from the supervisor. S/he works independently on routine tasks while guided by the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function.

Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.

For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.
NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements

Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
G5 - Salary range: NET 473,465 HUF - NET 554,437 HUF.

Benefits:
Annual leave: UNHCR staff members holding a temporary appointment will accrue annual leave at the rate of 1.5 working days for each full calendar months of service (i.e. 18 working days per year).

Pension system: Staff members holding granted a minimum of 6 months temporary appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).

Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.

Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

English

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

Additional Qualifications

Skills

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-Warehouse Management

Certifications

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

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

Compendium

This position doesn't require a functional clearance