Assistant Supply Officer

UNHCR Logo
Logistics
Posted on 11 Oct, 2021
Closing on 24 Oct, 2021

Job Description

  • Title of Position:  Assistant Supply Officer
  • Job Opening (JO):  30500
  • Position Number:  10015985
  • Category & Level:  NOA
  • Location:  Sana’a, Yemen
  • Expected start date:  As soon as possible
  • Duration:  Initially for a period of one year
  • Closing Date: 24 October 2021

Operational Context

Entering the eighth year of conflict, the humanitarian crisis in Yemen is considered one of the worst in the world with 80% of the population in need of humanitarian assistance. UNHCR’s interventions focus on relief activities and protection services for more than 4 million internally displaced persons (IDPs) and an estimated 140,000 refugees and asylum-seekers. Humanitarian access is severely constrained by administrative hurdles and ongoing fighting with rapidly shifting frontlines. In IDPs interventions, UNHCR has a strong operational footprint particularly in relation to protection services, (emergency) shelter and NFIs and IDPs sites management (CCCM). In Yemen, UNHCR implements the fifth largest cash programme of UNHCR globally, and the second serving IDPs. UNHCR operations are managed by the Country Office in Sanaa, with three field offices in Hodeidah, Saada and Ibb, one field unit in Sana’a, as well as in the South of Yemen through its Sub-Office Aden and a field presence in Marib.

The ideal candidate will possess:

- Excellent drafting, evaluation and analytical thinking skills;

- Excellent written communication and interpersonal skills;

- Organizational skills, attention to details, time management of paramount importance refined negotiation skills;

- Stress management ability and a good skills in prioritizing and organizing;

- Delivering quality and results – hard working approach, commitment to excellence;

- Knowledge of worldwide logistics and procurement practices, contract negotiations and administration are an important asset.

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 Organizations 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.

(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

Not specified.

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

Knowledge of English and Arabic

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

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

Additional Information

Applicants must be nationals of Yemen and be locally recruited within the country of their employment.              

Functional clearance is required for this position.

Candidates may be required to sit for a written test. Only pre-selected candidates will be notified. Only online applications are accepted (applications sent by email will not be accepted). 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).

If you have questions during the on-line application, please contact HR Team well before the deadline at yemsahr@unhcr.org

This is part of the Vacancy Notice. For more information about this Job Opening, eligibility criteria and procedures please follow this link (or go to www.unhcr.org /Careers/ Vacancies). Please follow the below instructions on applications for External Applicants.

How to Apply

Submission of applications (External Applicants)

  • Interested candidates should submit their applications for this Job Opening online.
  • The Applicants will need to follow this link or go to www.unhcr.org /Careers/ Vacancies
  • The Applicants will need to search for the Job Opening by using the available filters (e.g. Compendium Exercise: Local Vacancies; Country: Yemen) or with its number (30500).
  • Once the Job Opening is selected, the Applicants will be directed to the Job Description page in the online application process.
  • Applicants must “Sign in” or “Register” and then “Sign in”, in order to apply. They must click on “New User” for the first time they apply as an external candidate.
  • Applicants begin by clicking the “Apply” button, after which the page in the next image will open. The applicant must click on “Next” in order to move ahead in the application process.
  • Applicants must agree to the terms, before reaching the Letter of Interest page of the application. They must include a Letter of Interest and completed online application including personal, profile and qualifications information. 
  • In the “Additional Information” section all questions MUST be answered. Once all is completed, the applicant may click “Review/Submit” application. Here the candidate may preview their application and review it by section.
  • By clicking on “Confirmation and Consent” the applicant will submit their application, and receive automatic notification by e-mail that the application has been submitted.

Applications submitted by email will not be accepted.

Important Notes / مقترحات هامة

Following the instructions on How to apply will always increase your chances of getting your application looked at.
إتباع تعليمات التقديم المذكورة في كل إعلان ستزيد من فرصة النظر لسيرتك الذاتية من قبل الجهة المعلنة
If you’re applying by email, make sure you mention the job title in the “Subject” field of your message
تذكر أن تكتب إسم الوظيفة و موقعها في عنوان البريد عندما يكون التقديم عبر الإيميل