Associate Supply Officer

Hardship Level B Family Type Family Family Type Family Residential location (if applicable) Grade NOB Staff Member / Affiliate Type National Professional Officer Reason Regular > Regular Assignment Remote work accepted No Target Start Date 2025-04-01 Deadline for Applications January 30, 2025 Standard Job Description Associate Supply Officer Organizational Setting and Work Relationships The Associate Supply Officer supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management 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) 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 normally supervises 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 Associate 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. 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. - Develop relevant contacts and build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable. - Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request. - Manage the vendor related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date. - Oversee tender processes and manage the preparation of proposals for award of contracts to the relevant CoCs. - Ensure the quality standards for commodities and services are respected by vendors in relation to the needs of the location and tender/purchase specifications. - 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 establishment & maintenance of warehousing according to "best practices" and UNHCR rules and regulations. - Manage an efficient system for the release, and redeployment of goods. - Oversee and coordinate as required the release and transportation and of relief and other non-food items. - 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. - Support effective information flow in the supply chain and adapt process and documents to the prevailing environment. In the Regional Bureaux: - Support Country Operations in implementing supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented particularly in emergency context. - Assist country operations achieving full compliance with rules & regulations in all supply activities. - Track the progress of specific periodic operations and provide guidance that ensures timely implementation. - Facilitate training of supply staff and 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. - 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: - Adapt standard supply chain structures to the local environment that are consistent with the operational needs. - Assist 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). - Support the establishment and maintenance of 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. - Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increases efficiency safeguards the investment of the organisation. - 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. - Depending on the size of the operation act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority. - Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education Supply Chain Management; Business Administration; International Commerce; Engineering; or other relevant field. 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. 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. Proven ability to manage a team. Functional Skills SC-PeopleSoft Supply Chain Management SC-Supply Planning SC-Warehouse Management SC-Asset Management SC-Fleet Management UN-UN/UNHCR Administrative Rules, Regulations and Procedures SC-UN/UNHCR Procurement Rules and Procedures IT-Computer Literacy SC-Customs clearance SC-Logistics (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 - Excellent knowledge and understanding of UN and/or UNHCR supply (including inventory and warehouse management and best practices) and procurement rules and regulations (including end-to end management of a complete sourcing processes cycle). - Proven experience in the field of supply and procurement at progressively growing level of responsibility. - Extensive experience in managing a team in the field of supply and reporting experience to senior level management. - Interpersonal skills such as communication, stakeholder management, negotiation, teamwork are essential. - Good analytical skills, proven proactive, detail and solution orientated approach. - Familiarity with ERP systems (ORACLE Cloud ERP or similar) is indispensable, including familiarity with Cloud ERP’s e-procurement module (“negotiation module”), or similar. Required languages (expected Overall ability is at least B2 level): , , Desired languages , , 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 Associate Supply Officer will support the Senior Supply Officer in managing the daily operations of the supply unit at the Country Office. This position requires a thorough understanding of the latest UNHCR supply-related rules, regulations, and policies. The incumbent will play a pivotal role in analyzing supply operations, engaging effectively with diverse stakeholders, and developing actionable roadmaps for the operation’s supply strategy. Strong interpersonal and communication skills are essential for providing effective support to colleagues and fostering collaboration, particularly in addressing the supply needs of the Country Office. This role encompasses a broad spectrum of responsibilities, including: - Managing and advising on all procurement activities. - Supporting and guiding Sub-Offices on inventory and warehouse management. - Acting as Officer in Charge of supply operations when required, including reporting to Senior and Executive Management. The position involves regular in-country missions to Sub-Offices, partners, or suppliers, ensuring effective operational oversight and support across diverse contexts. Living and Working Conditions: Islamabad is a category B family duty station and is a low-risk security area. In spite of this, the situation is fluid with demonstrations occurring sporadically resulting in AWM being implemented and mobile, internet and movement restrictions. Other parts of UNHCR’s operation in Pakistan are high-risk duty stations. Islamabad offers decent housing, availability of goods and health services. Secondary school education is available too but reportedly the quality is variable. Islamabad is less traditional than many parts of Pakistan but nevertheless staff need to be aware of cultural, social and religious norms and expectations, including in day-to-day behaviour and dress. Staff also need to be aware that movements outside the duty station, but within Pakistan, for official purposes, need preplanning and Government of Pakistan permission (NOC – No Objection Certificate). Additional Qualifications Skills IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-UN/UNHCR Procurement Rules and Procedures, SC-Warehouse Management, UN-UN/UNHCR Administrative Rules, Regulations and Procedures Education Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Engineering, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Marketing, Bachelor of Arts (BA): Mathematics Certifications Institute of Purchasing and Supply - Other Work Experience Competencies Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration UNHCR Salary Calculator https://icsc.un.org/Home/SalaryScales Compendium Additional Information Functional clearance This position doesn't require a functional clearance If you are a former UNHCR international staff member who held a fixed-term or indefinite appointment, you can apply to regular positions in the international professional category as candidate with UNHCR-experience (within 2 years following separation for males and 5 years for females). To apply to vacancies, please create a new account (“Sign In” on the top left corner >> Create account) or sign into your account, if you have already registered via the external career site. Once successfully registered/signed in, you can start filling in your data and apply for vacancies. If you are former UNHCR locally recruited staff member who held a fixed-term or indefinite appointment, you can apply to regular positions in your staff category as candidate with UNHCR-experience (within 2 years following separation for males and 5 years for females). To apply to vacancies, please create a new account (“Sign In” on the top left corner >> Create account) or sign into your account, if you have already registered via the external career site. Once successfully registered/signed in, you can start filling in your data and apply for vacancies. If you do not fall under any of the above categories, please use the External Career site for applying to vacancies. 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Please note that applications are only accepted via the online recruitment platform. CVs and/or application requests sent via email will not be answered, reviewed nor considered. The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity. 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. Why a career with UNHCR? Our dedicated staff work to protect and assist people fleeing conflict and persecution at a time when global forced displacement is at a record high. Our colleagues bring a wide range of specialized skills, including expertise in legal protection, administration, community services, public affairs, health and other disciplines. Disability inclusion If you are a person with a disability and you expect you may face challenges during the recruitment process, you can indicate it in your application form. There are options to select any health conditions you may have and outline any necessary adjustments related to disabilities during the recruitment phases. Providing this information is optional. It will be treated as strictly confidential and used only for the purpose of finding out how to better assist you during the recruitment process. Adjustments for candidates with disabilities will be provided as best as possible and as needed upon request. All candidates will be assessed based on meeting the requirements for each vacancy in relation to experience, skills, and education.