Supply Officer

D

Non Family with Residential LocationNon Family with Residential Location

Nairobi (CO), Kenya

PR3

Professional

Reason

Regular > Regular Assignment

No

2023-01-27-08:00

February 16, 2023

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.

The candidate should have worked already as a supply Officer and most have a very good record and knowledgeable. He/she should be proactive and accountable and be able to monitor closely the PPE/Asset and play key role in the LCC as well as monitoring the country Finance report. She/He should be able to work closely with the Programme and Admin/Fin units, GFM to ensure timely procurement of goods and material. Good team player and willing to assist the rest of the team.

French

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,

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:

As of 31 January 2021, the Democratic Republic of Congo (DRC) hosts 490.243 refugees in the country, including 213.777 Rwandan, 173,731 CAR, 46,829 Burundian and 54,755 South Sudanese refugees. DRC As of 31 May 2021, the Democratic Republic of Congo (DRC) hosts 506 435 refugees in the country, including 213.329 Rwandan, 206.491 CAR, 55.784 South Sudanese, 44.193 Burundian and other 1.165refugees.
DRC also hosts more than 5 million IDPs located mainly in the provinces of Ituri, Kasai, North Kivu, South Kivu and Tanganyika. As Protection Cluster lead, UNHCR continues to play a key role in supporting the DRC Government in implementing a durable solutions strategy in order to help end the cycles of protracted displacement in the country. As of today, the operation manages 14 field offices (1 Branch Office, 5 Sub Offices, 7 Field Offices, and 2 Field Unit Offices) and has a field presence in the provinces of Kasai, Ubangi, Kivu (north and south), and Haut Uele/Bunia.
The root causes of forced displacement in North Kivu go back more than three decades. There is heavy presence throughout of armed groups vying for control of territory in a province that is rich in natural resources. Armed conflict, land-grabbing, sexual violence and exploitation, risk of forced recruitment all contribute to forced displacement. In such a context, ethnic tensions are also on the rise.

The incumbent coordinates and supervises the implementation of all supply activities (Planning, Sourcing, Delivery, Asset Management and Support Implementation).
A sound knowledge of existing UNHCR Supply Chain Tools and Policies is imperative. Other UN procurement and logistics training are desirable.
The candidate must also be conversant with PeopleSoft/MSRP Supply Chain applications.
The incumbent liaises with other UN agencies, implementing partners and government departments and fully participates in the logistics cluster meetings for coordination of activities. Good negotiation skills are needed.

Fluency in French is essential. Good working knowledge in English is also required as more and more reports, internal as well as external, are requested in English.
 

Living and Working Conditions:

Goma is the capital of North Kivu province, bordering Rwanda. It has an estimated population of 1 million. Despite the fact that Goma is an important gateway to eastern DR Congo, it remains isolated from other DRC cities due to poor road infrastructure. Boat transport is used extensively to commute with other towns bordering the Kivu lake (e.g., Bukavu). Staff reside in commercial accommodation available in town. The city sits on the Nyragongo volcano, which erupted in May 2021, an event which together with the earthquakes that followed the eruption forced the evacuation of a portion of the town, and a certain amount of disruption while the city re-established itself in the aftermath. The volcano remains active, and volcanologists report that larva has started to fill the crater again. The prior eruption was in 2002. Medical facilities in Goma are limited and equipped to deal with moderate medical cases. Evacuation opportunities are limited. However, air ambulance evacuation can be organized for life threatening emergencies during daytime. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The climate is classified as tropical wet and dry, although temperate as the city sits at altitude. There are banking facilities in Goma. There is an acceptable access to communication means, such as internet, telephone sim cards etc.

Despite all the security measures, UN staff remains at risk due to rampant and persistent criminality fuelled by economic hardship, ill-paid police and military personnel, and presence of armed groups. Staff members are exposed to house break-ins, ambushes, car-jacking, and violent crimes. Strict adherence to security measures will be advised to all staffs in order to preserve them from being victims of serious security incidents and enable a smooth and secure conduct of UN operations. A government-imposed curfew of 10pm is in place. Goma is currently a security level 3 duty station.

The presidential election scheduled for 2023 may generate significantly more tensions and protests in the country overall, particularly in the east in a context of a rise in the anti-UN sentiment, a difficult socio-economic situation and a number of inter-community tensions, compounded with a rise in violence caused by the resurgence of armed groups.

The currency is the Congolese Franc. The US dollar is also used. It may be impossible to exchange traveller¿s checks. Credit cards are usually accepted in major hotels and some supermarkets. It is recommended to open US Dollar bank accounts. In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.

Additional Qualifications

Skills

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

Certifications

Institute of Purchasing and Supply - Other

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

Add.2 to Bi-annual Compendium 2022 - Part B

This position doesn't require a functional clearance