Ended Assistant Supply Officer

The Job

Ref No: YEMSA/HR/2019/31

INTERNAL/EXTERNAL VACANCY NOTICE

Title of Position:  Assistant Supply Officer

Position Number: 10025569

Type of Contract: Fixed Term Appointment

Category & Level: National Officer, NOA

Location:  CO Sana’a, Yemen

Effective date: ASAP

Duration: initially for a period of one year

Date of Issue:  27 November 2019

Closing Date: 10 December 2019

Operational Context

The Assistant Supply Officer will work under the direct supervision of the Supply Officer. The staff member will be responsible for managing both local and international procurement of goods and service for UNHCR Sana’a, Yemen. He will also be responsible for all contract and Frame Agreement management.

The ideal candidate should have the following attributes:

  • Experience in using MSRP and excellent knowledge of UNHCR Sourcing function/Supply Module in MSRP.
  • On the job coaching, mentoring and supervision skills to colleagues in the team.
  • Demonstrated skills in dealing with external partners including vendors and other stakeholders.
  • Ability to come up with innovative and creative solutions to operational challenges in relation to souring for goods and services.
  • Very good knowledge of UNHCR procurement rules and regulations.
  • Demonstrated drafting skills in English.
  • Good communication and coordination skills.

Due to the complex environment, Yemen undertakes considerable large volumes of local procurement, therefore the Assistant Supply Officer, must be able to prepare tenders, conduct evaluations, draft contract committee submission, issue purchase orders and follow through the delivery process.

S/He must also possess sound knowledge and experience to manage contracts related to transitional shelters, construction contracts, as well as frame agreements for goods/services.

The inherent risk in Public Procurement poses a great risk further complicating the supply and delivery process in meeting the needs of UNHCR’s People of Concern. Addressing such a situation, requires an experienced Assistant Supply Officer, knowledgeable on all aspects of supply chain management with particular expertise on procurement as his/her principal role will be to provide requested goods and services timely following UNHCR’s procurement rules and procedures.

The volatile security situation as well as limited supply routes, can impede the sourcing, import and delivery of needed items, requiring strong negotiations skills, planning and experience in dealing with a range of vendors and local authorities.

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.
  • 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

Education & Professional Work Experience

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.

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;

Relevant Job Experience

Desirable:

Other UN procurement and logistics training – such as IAPSO and UNPD.

Functional Skills

IT-Computer Literacy

IT-PeopleSoft Supply Chain Management;

SC-Supply Planning

SC-Customs clearance

SC-Logistics

SC-Warehouse Management

SC-Asset Management

SC-Fleet Management

SC-UN/UNHCR Procurement Rules and Procedures

Language Requirements

Candidates must be primarily nationals of Yemen (ref. para 70 of UNHCR Policy and Procedures on Assignments of Locally recruited Staff).

Competency Requirements

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Managing Resources

Empowering and Building Trust

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

Stakeholder Management

Eligibility

Candidates must be primarily nationals of Yemen (ref. para 70 of UNHCR Policy and Procedures on Assignments of Locally recruited Staff).

How to Apply

Interested candidates must fill the NEW Personal History (P.11) form and the supplementary Bio Data table (Excel). Completed P11 form and summary table should be submitted along with a motivation letter and CV by e-mail to the below email address.

The email subject line MUST clearly indicate Last Name, Title of the position and VA Ref. number stated on this announcement. Applications missing any of the above elements, and not duly completed, will unfortunately not be considered.

Associate HR Officer

E-mail: yemsahr@unhcr.org

Tel. contact: +967-1-469771/2

Fax: +967-1-469 770

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation.                                                                

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

Files
  • Employer: UNHCR
  • Category: Development/Non-Profit
  • Location: Sana'a
  • Posted on: 27 November 2019
  • Deadline: 10 December 2019

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