Asst Supply Officer

D

Non Family with Residential LocationNon Family with Residential Location

Maputo, Mozambique

NOA

National Professional Officer

Reason

Regular > Regular Assignment

No

2023-06-01

May 19, 2023Assistant 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.

Working experience with UN agency, or International Non-Governmental Organization, and specialized university degree /certificate in supply chain management would be an asset. Demonstrated minimum experience of 3 years with supply, procurement and logistics would be essential for this position. Fluent in English (Writing and speaking) is essential.

Please also note that 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.

Eligibility:

Candidates must be Mozambican Nationals.

Interested staff members should consult the Recruitment and Assignment Policy (UNHCR/HCP/2022/07). If you have questions regarding your eligibility. If you have questions regarding your eligibility, you may also contact the HR Unit.

In line with the RAP, the below category of candidates is eligible to apply for internally/externally advertised vacancies.

Internal candidates:
Current 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.

Candidates with UNHCR experience:
Such as current NPO staff members holding an indefinite or fixed-term appointment applying to two grades above their own, current UNHCR staff members holding an indefinite or fixed-term appointment in other categories (P/FS/GS), staff loaned/seconded from another UN organization/international organization/government entity, staff members on temporary appointment, affiliate workforce, interns, as well as former UNHCR locally recruited staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females).

External candidates: External candidates may apply to any vacant NPO position in their country of assignment for which they qualify. External candidates must meet the essential minimum requirements of the position.

Remuneration: A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission and please refer to the relevant category / grade level at: http://icsc.un.org

Submission of applications:

• Interested internal applicants need to apply online via Workday / Career Page by searching for the vacancy by location / country of assignment. Please make sure to update your Career profile first in Workday before applying for the position.

• External applicants also need to apply online via Workday and can access the recruitment platform via below link and search for the job by location, country of assignment:

https://unhcr.wd3.myworkdayjobs.com/External

• Prior to applying, please make sure that your Workday Career Profile is accurate and up to date. There are several resources available to support you.

👉 How do I fill in my Career Profile (job aid)
👉 Find out how to build a strong Career Profile (video)

• All applications for UNHCR positions will be processed in Workday from now on. This demonstration video and this checklist will guide you through the key steps of applying. Once you have finalized your application, you can check the status of your application by visiting the Career page / My Applications tab in Workday. The FAQ’s (under the video) list some of the most common questions and answers around this process.

• All applications must be submitted online in Workday. Email applications will not be accepted. Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and will be required to seat for an oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).

• The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

• UNHCR is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. UNHCR seeks to ensure that male and female employees are given equal career opportunities. All applications will be treated with the strictest confidentiality.

• UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behaviour and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org or through the online complain form at https://www.unhcr.org/igo-complaints.html or by confidential fax: +41 22 739 73 80.

• UNHCR only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at https://www.whed.net/home.php

• For any technical problems encountered during the online application, please send an email to the below email address titled “Online VA Query-your name and surname”. Human Resources Mozambique mozma@unhcr.org.

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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:

The United Nations High Commissioner for Refugees (UNHCR) is an international organization with the mandate to assist persons in need of international protection; asylum seekers; refugees; statelessness; and internally displaced persons. The UNHCR operation in Mozambique has its main office in Maputo, field office in Nampula and sub-office in Pemba. The working language in the UNHCR offices in Mozambique is English. This position reports to the Head of Sub-Office in Pemba. Technical guidance will be provided by the Supply Officer, based in Maputo. The incumbent will supervise one (1) national staff. 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. 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 Supply Management Service (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.

Living and Working Conditions:

The position is based in Pemba, the capital of Cabo Delgado Province, in the north of Mozambique. Pemba is a D, Non-Family duty-station. Mozambique has a total population of about 29 million people and Maputo is its capital city. The total area of Mozambique is 799,380 Km square from North to South. It is tropical hot and humid. The hottest and wettest months are December to February, when the average daily minimum temperatures are around 22 °c and the average daily highs of 30 °c. The rain season is between October and April. Winters (June to August) are mild with the average daily temperature ranging from 13 °C to 24 °C. Cabo Delgado is bordering Tanzania, with a population of over 2.2 million individuals according to the 2017 census. The province, considered one of the poorest in the country, was hit by cyclone Kenneth in April 2019, which affected several villages, causing material damage and the displacement of many residents. The province has also been targeted by armed groups that have been attacking local villages since October 2017. The number and intensity of attacks increased consistently in 2020. Communication and transport services are available at various costs. The housing market is healthy but quite expensive (from US$ 800 to US$ 1,500 per month). Pemba has one large supermarket and one international airport. The metical is the local currency and exchange rate stands at USD 1 equivalent to about 63.2 meticais (MZN) as per December 2021. Pemba has 3 health facilities: ISOS clinic, CLIDIS private clinic and the Provincial hospital. There is a wide range of Banks and ATMs to meet financial needs. Credit/debit cards are accepted in most places. UNDSS-cleared hotels are available, with the rates differing depending on the availability and season. MOSS compliant apartments are available. The current operational circumstances require frequently long working hours. This is a stressful work context, making capacity for self-care critical. According to the security level system, Cabo Delgado is at level 4. Crime in Pemba and villages outside of the capital is concerning and UN personnel must remain vigilant and aware of their surroundings. Traffic accidents are common in Mozambique due to the poor condition of the roads and poor driving and vehicle standards.

Additional Qualifications

Skills

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

Certifications

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

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs

Competencies

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

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

Compendium

Additional Information

Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and will be required to sit for an oral interview.

This position requires Functional Clearance