Job Requisition Type

Evergreen (Formerly known as talent pools, in order to have a balanced number of ready-to-hire candidates who can be deployed at short notice to a vacancy that best matches their skills. Evergreens are primarily used to fill Temporary Appointments.)

Call for applications - Supply Officer, P3

Location: Various location

Why should you join us?

UNHCR, the UN Refugee Agency, takes the lead in protecting people forced to flee wars and persecution around the world, providing life-saving aid including shelter, food and water to ensure their basic safety, rights and dignity. With 18,879 women and men working in 137 countries, we work tirelessly to make a difference in the lives of 89.3 million forcibly displaced people worldwide.

Our dedicated and professional staff work around the clock in roles including legal protection, community services, public affairs, health and more. Despite the challenges they can face, our staff are proud to work for UNHCR and determined to make a positive impact.

How can you make a difference?

Supply Officer

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.

Key responsibilities and duties:

• Supply Chain delivery: Maintain up to standard the [Service/Bureau/CO] processes to ensure timely, cost-effective, and adequate delivery of commodities and services to support Service/Bureau/Country Operations’ needs. 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.

• Emergency response 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.

• Policy Guidance and Team Coaching: Ensure that Supply policies are understood by all Supply teams and non-Supply key stakeholders in the region/country operation by offering summaries and relevant interpretations in the global/regional/CO context.

• Analysis and Reporting: Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, year-end accounts closure procedures and ensure that they are implemented throughout the region/country operation.

• Collaboration: be part of all collaboration initiative with other operational stakeholders, including budget holders, field and operations units, UN counterparts, partners in supply and logistics activities including harmonized and collaborative procurement.

• Risk and Compliance: Participate to the enterprise risk management framework.

Who are we looking for?

Candidates with 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree.

Requirements

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.

Advantage

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.

Logistics Officer

The Logistics Officer manages and supports all activities pertaining to the logistics function including planning, sourcing & procurement, transport, customs clearance, warehousing within the area of responsibility (AOR). The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office.

The incumbent is normally supervised by the Senior Logistics Officer or other senior staff with logistics oversight function who defines the objectives and provides general guidance and normally supervises some staff and/or AWF. The incumbent will also refer to UNHCR manuals and relevant policy papers.

The incumbent will support effective logistics operations that enable the office to meet the needs of POC as well as timely delivery of quality goods and services to them. Further, s/he will contribute to the maintenance of logistics infrastructure that is robust and flexible enough to accommodate the needs of the Operation and that enables timely emergency responses, along with effective partners and/or contractors to support activities.

Key responsibilities and duties:

• Manage and develop a team providing advice, coaching and guidance on all logistics/shipping/warehousing aspects.

• Support to Operations: lead the coordination of the inbound and outbound operations at the CO/RB/HQ by ensuring timely and cost-effective inspection, shipping, and receipt of goods by UNHCR partner or end-user. Advise the operation on pre-positioning and planning through a strong coordination with stock owner and operation/field team.

• Build and maintain productive partnerships with key counterparts amongst agencies (UN, NGO, private sector) and local authorities to share operational knowledge and optimize supply chain operations.

• Inventory management:  technical advice and guidance to UNHCR and its partners by ensuring the highest standards, which would include, inter alia:

a. Warehousing procedures and guidelines are compliant with UNHCR policy

b. Ensuring timely and quality implementation of stock reconciliation and verification in line with IPSAS

c. Guide on all measures made to improve a safety and healthy warehouse environment, which would include the contribution to the implementation of business continuity plans and yearly review of warehousing structure.

• Emergency Preparedness and Response: contribution to UNHCR contingency plans, by reviewing corridors, port, and airport infrastructures and anticipate bottlenecks and potential challenges. Drive improvements at import, customs clearance levels and assess performance of FFs through KPIs. Ensure that stock location and warehouse network is validated from needs, costs and access perspectives.

• Data Management, Monitoring and Reporting: Timely and consistent weekly stock, inbound and outbound reports for internal and external use. Assist with UNHCR planning and reporting. Monitor stock situation for replenishment purpose, turnover analysis, and cost-effectiveness of assistance.

Who are we looking for?

Candidates with 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree.

Requirements

Minimum 4 years of experience in progressively responsible functions in supply logistics, preferably in the UN system. Solution-oriented and capacity to adapt to emergency situations and work under stress. Strong interpersonal and communication skills and the capacity to interact with a variety of cultural and educational backgrounds. Excellent computer skills as well as proven experience in database and statistics management.

Advantages

Experience in dealing with Emergencies and in interagency logistics coordination in emergency contexts in particular.  Other UN procurement and logistics training – such as IAPSO and UNPD. Experience in commercial air charter operations. Experience in customs formalities. Experience in logistics or warehousing.

Procurement Officer

The Procurement Officer takes on the role of leading, coordinating and supervising procurement activities within an office. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors in the area of responsibility to facilitate all procurement activities. As and when required, the incumbent will provide procurement functional advice to other units under the respective area of responsibility and assist in drafting (frame) agreements.

The incumbent’s role is to deploy effective and efficient procurement skills in conformity with the prevailing rules and regulations. The incumbent will assist in the development of complex goods and services contracts, will manage vendors, define clear terms and conditions, and ensure best value for money as well as assist in identifying and managing associated risks.  S/he takes part in the development of effective procurement strategy, in cooperation with requesting units, leveraging sustainability, social, economic, environmental and/or climate considerations in support of SDG12. S/he reviews and/or drafts procurement cases to be presented to the respective Committee on Contracts. 

Key responsibilities and duties:

• Conduct market surveys, identify, assess and select vendors based on their capability for timely and effective delivery.

• Contribute to the development of procurement and supply chain strategies for important commodities and services and ensure adequate capacity to respond to emergencies.

• Lead the day-to-day procurement process to ensure timely, cost-effective and adequate delivery of goods and services to support operational needs, factoring in sustainably, economic, environmental and/or climate considerations.

• Review and advise on relevant purchase requests to ensure they are complete and in accordance with specifications, standards, procurement policy and procedures, available resources, and delivery time.

• Prepare the tendering documents (Request for Proposals, terms of references) ensuring that the bidding process is in line with the established UN/UNHCR Financial Rules and Procedures and procurement regulations and guidelines.

• Analyse bids, prepare/review financial evaluation and coordinate the entire evaluation process.

• Manage negotiations with suppliers and develop and prepare contracts for procurement of goods and services by defining terms and conditions, ensuring best quality/delivery terms and pro-active management of associated risks.

• Prepare relevant documents for submissions to the relevant Procurement Review Authority.

Who are we looking for?

Candidates with 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree.

Requirements

Solid functional knowledge for effective and efficient procurement of goods and services is of paramount importance.. Good working knowledge and experience in handling contract issues in the context of public procurement. Knowledge of best practices of procurement and subject matter expert in public procurement. Proven problem solving and statistical analysis capacity.  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. A combination of excellent technical and soft management skills including an extensive experience in negotiations is a further requirement. Good understanding on applying International Commercial Terms (INCOTERMS), experience in international transport arrangements by air, sea and land including basic understanding on customs clearance formalities, cargo specific requirements (i.e. dangerous goods, temperature-controlled goods, etc) and basic packaging / palletization requirements.

Advantages

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.

For a more detailed description, please review the job description:

https://www.unhcr.org/63da6c104

COMMITMENT TO DIVERSITY AND INCLUSION

UNHCR’s workforce consists of many diverse nationalities, cultures, languages and opinions. We seek to sustain and strengthen this diversity and to ensure equal opportunities, as well as an inclusive working environment, for our entire workforce. Joining us means living, sharing and promoting these core values of inclusion, diversity and gender equality.

Applications are encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.