Supply Associate

Details

Mission and objectives

UNHCR Lebanon supports both Lebanese communities and refugees. UNHCR coordinates the protection response for all refugees in Lebanon with the Government, UN agencies, and local and international partners, including registration; protection/border monitoring and advocacy; legal aid; civil documentation; psychosocial support; child protection; prevention and response to gender-based violence; and resettlement to third countries.

Context

Lebanon remains the country hosting the largest number of refugees per capita and per square kilometre in the world, with the Government estimation of 1.5 million Syrian refugees and some 13,715 refugees of other nationalities. With the country facing its worst socio-economic crisis in decades, and the impact of the COVID-19 pandemic and Beirut blast in 2020, vulnerable populations have been deeply affected by a sharp increase in poverty, gaps in critical supply chains and limitations on access to food, healthcare, education and other basic services. As a consequence, it is estimated that more than half the Lebanese population is living below the poverty line. For refugees, nine out of ten Syrian refugees are living in extreme poverty, according to the 2021 Vulnerability Assessment of Syrian Refugees in Lebanon. To find out more information about UNHCR, please visit our website https://www.unhcr.org/lb/at-a-glance. The 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 within the area of responsibility. The incumbent is supervised by a higher-level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some staff in the office. 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 incumbent is to support and monitor the supply activities assigned to him/her 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.

Task description

Within the delegated authority and under the supervision of Senior Supply Officer or his/her designated mandated representative(s), the UNV Supply Associate will: • 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. Ensure timely customs clearance of consignments. • 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 and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts. • Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery. • Provide asset management reports, customized reports, and gathers information on all assets and provides in-depth reports periodically and when requested. • Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyze statistical information, identify trends and developments in supply chain related matters that will assist in decision making. • Manage storage of goods according to "best practices" and UNHCR rules and regulations. • Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organization including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), organization of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organize the disposal of PPE according to Asset Management Board decisions. • Any other related tasks as may be required or assigned by the supervisor.