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Assistant Supply Officer

Mexico City

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Mexico City
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
    • Logistics
    • Supply Chain
  • Closing Date: Closed

Hardship Level

A (least hardship)

Family Type


Family Type


Residential location (if applicable)



Staff Member / Affiliate Type

National Professional Officer


Regular > Regular Assignment

Remote work accepted


Target Start Date


Job Posting End Date

March 20, 2023

Standard Job Description

Assistant Supply Officer Organizational Setting and Work Relationships The Assistant Supply Officer supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing assets & fleet management within the area of responsibility. 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) Supply Officer or other senior staff with supply oversight function who defines the objectives and provides general guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent may supervise some staff and/or AWF. In Bureaus and country operations s/he maintains regular contacts on working level with other UN agencies, UNHCR Partners, NGOs, government partners and commercial contractors in the area of operation. S/he will support 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 assist in the maintenance of 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 Assistant Supply Officer 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 and if applicable. Contacts are predominantly with other UN agencies, Implementing partners and Government Departments on relevant subject matters at the working level. 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 - Support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management, as applicable. - Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs. - Identify partners for supply chain projects based on objectives, priorities, strengths and resources of the UNHCR Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations. - Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request. - Manage tender processes and assist in the preparation of proposals for award of contracts to the relevant CoCs. - 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 and procurement strategy when planning for purchase of important commodities and services. - Ensure timely customs clearance of consignments and manage warehousing according to "best practices" and UNHCR rules and regulations. - Maintain an efficient system for the release, and redeployment of goods. - Coordinate the release and transportation and of relief and other non-food items. - Analyse matters relating to sourcing & procurement activities, and deliver information on all sourcing & procurement activities within area of responsibility. Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections. - Provides asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested. - Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process. - 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. - Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management. 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. - Track the progress of specific periodic operations and provide guidance that ensures timely implementation. - 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 and provide relevant reports to senior managers. - Assist country operations in MSRP management. - Support the analysis of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations. - Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs. In the Country Operations: - Ensure that the local supply chain functions are optimised and aligned with the operations' evolving needs and management systems, and there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements. - Coordinate supply activities of UNHCR Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures. - Through regular physical verification of PPE establish their status. - Propose old and obsolete PPE for disposal and plan for arrival of replacement items. - Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organisation including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), and organisation of the physical verification of PPE. - Ensure that PPE agreements are properly issued and signed. Ensure proper preparation of disposal forms and cases for the Asset Management Board. Organize the disposal of PPE according to Asset Management Board decisions. - Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt local process to the prevailing environment. - Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree Field(s) of Education Business Administration, Engineering, Logistics, Supply Chain Management, International Commerce or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Supply Chain Learning Programme Fritz Institute Certificate in Humanitarian Logistics (CHL) 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: Desirable: Other UN procurement and logistics training ¿ such as IAPSO and UNPD. Functional Skills SC-PeopleSoft Supply Chain Management IT-Computer Literacy SC-Supply Planning SC-Customs clearance SC-Logistics SC-Warehouse Management SC-Fleet Management SC-UN/UNHCR Procurement Rules and Procedures SC-Asset 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.

Desired Candidate Profile

The ideal candidate must be self-driven, results and service-oriented, committed to continuous learning, and highly motivated to work with UNHCR.   Furthermore, s/he must be a natural team player, an outstanding multitasker used to work in a multicultural environment, with openness to diversity, and most importantly, to work under pressure due to the nature of our work.  The incumbent of this position should have very good planning and organizing skills, excellent time management, and team-building skills as s/he will be coordinating and having full oversight of the work of the Unit.


• This position is advertised to internal and external applicants. National Professional Officers must be nationals of and be locally recruited within the country of their employment. Only the primary nationality of the candidate will be considered for this purpose (nationality recognized by UNHCR as per Staff Rule 4.3).

• Internal Candidates: comprises current National Professional Officer (NPO) staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the NPO category at the grade of the position or one grade below or above, as well as any candidates serving at higher grades who fulfill the criteria as per the job advertisement. Staff members must serve for a minimum of one year following assignment before being considered eligible to apply for another position within the same category.

• Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern, is subject to proof of full vaccination against COVID-19, independently of contract type and duration. The selected candidate(s) will be required to provide the proof of vaccination prior to recruitment.

• Only short-listed candidates will be notified. The recruitment process might include written test and/or oral interview for this job advertisement. No late applications will be accepted.

• UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

• Remuneration: A competitive compensation and benefits package is offered depending on relevant experience as per the requirements of the job advertisement. For information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations.

Required languages (expected Overall ability is at least B2 level):



Desired languages


Operational context

Occupational Safety and Health Considerations:

Not specified.

Nature of Position:

At UNHCR, the UN Refugee Agency we are constantly looking for talented professionals, who are passionate about our mission and inspire others with their dedication and work ethic.  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. This diversity, will allow us continue building better futures for the people forced to flee.

UNHCR Mexico is looking for a dynamic and skilled Supply chain professional with Supply chain management (procurement, planning, logistics, contract administration, and assets), leadership skills, analytical thinking, and strong communication abilities. Together with the Supply Officer and the rest of the team, the Assistant Supply Officer will ensure that the Unit responds in a timely manner to the constantly growing and fast-changing needs and that adequate Supply guidance, advice, and support is provided to UNHCR requesters.

Living and Working Conditions:

Mexico City (also known as CDMX) is the capital of the United States of Mexico. It is category A, family duty station and has a high-level infrastructure:

- Health: Mexico City has a highly ranked medical infrastructure with many internationally acclaimed hospitals.

- Education: There is plenty of Govt and private schools. Most of the private schools are bilingual (English-Spanish), and there are US, British, German, Japanese and French schools.

- Housing: Apartments can be rented both furnished and unfurnished, and services of real estate agents are widely available. All international staff members must present their residential places for UN security inspection BEFORE signing lease contract. There is a large seismic area in Mexico City which is restricted for selection of residences by UN staff.

- Weather and earthquakes: Mexico City has a pleasant climate, yet there are frequent weather changes. Heavy rains sometimes cause flooding in some colonies. Mexico City is situated in one of the most active seismic regions in the world, interlocked inside the area known as the Circum-Pacific Seismic Belt, the area with the highest seismic activity in the planet. Earthquakes are frequent and sometimes cause major damage to the urban infrastructure.

- Currency and exchange: Mexican Peso. Dollars, Euros and traveler's checks can be exchanged at a currency Exchange office.

- Communications: Internet is available everywhere, but in houses and offices, a contract has to be made in order to access to this service.

- Transportation: There are public buses, subway, and if taxis are to be taken, it is recommended to take "taxis de sitio". Uber is also available.

Mexico City belongs to Security Risk Management area 01, Capital with the current General Threat Level 02, LOW. There are no known direct threats to UNHCR, yet UNHCR personnel may be affected by crime. Mexico City has high rates of crime, among them: robbery to passersby with or without violence, vehicle theft; burglary and business robbery, telephone extortions, frauds, kidnapping and homicides. Also, gender violence is high.

Additional Qualifications


Business Analysis, MG-Stakeholder Management, Microsoft Power Business Intelligence (BI), SC-Public procurement, Team Management


BA: Business Administration (Required), BA: Engineering (Required), BA: Logistics (Required), BA: Mathematics (Required)


Fritz Humanitarian Logistics - Other, HCR Supply Chain Learning Program - UNHCR, Institute of Purchasing and Supply - Other

Work Experience

Number of Persons of Concern Served, Workforce to Supervise


Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Stakeholder management, Teamwork & collaboration

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Additional Information

Functional clearance

This position requires Functional Clearance
This vacancy is now closed.
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