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22 Jul 2021

Supply Associate

Job Description

The regional bureau for southern Africa (RBSA) provides critical oversight, capacity enhancement and compliance support to 8 UNHCR representation offices in the southern Africa region i.e. Angola, Democratic Republic of Congo, Republic of Congo, Malawi, South Africa Multi-Country Office, Mozambique, Zambia and Zimbabwe. Each of these representation offices responds to both protracted and emergency situations with varying degrees of complexity. Adequate capacity at the regional bureau for southern Africa to support all representation offices effectively and efficiently under its jurisdiction is vital for protection and assistance to asylum seekers, refugees, and the stateless persons.

Supply chain management function at the regional bureau is responsible to support response capability for prompt and compliant management of procurement, warehouses/inventories, and asset management throughout the regional bureau. The incumbent is supervised by the Procurement Officer or other senior staff within the function, who defines the objectives and provides general guidance.

She/He is expected to possess high subject matter expertise, motivation, and flexibility, including skills in electronic ICT systems navigation and ability to conduct trainings, and coaching in supply management to appropriately support representation offices.

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:

  • In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
  • 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 & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems. Ensure timely customs clearance of consignments.
  • Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
  • Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
  • Draft and dispatch quotation requests and/or tenders and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts.
  • Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery.
  • Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable.
  • Provide asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
  • 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 and promote UNHCR’s global policies, standards, and guidance on supply chain management.

In the Regional Bureaux:

  • Track the progress of specific operations and provide guidance that ensures timely implementation.
  • Assist in coaching and advising individuals as requested.
  • Track global Supply KPIs for the region and assist in devising 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.
  • Support the work of the Regional Contracts Committee (RCC) through e.g. compiling and checking documents for RCC meetings, taking minutes, communicating decisions.

In the Country Operations:

  • Ensure local liaison with partners to effectively support the supply activities.
  • Manage storage of goods according to “best practices” and UNHCR rules and regulations.
  • 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.
  • 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), organisation of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organise the disposal of PPE according to Asset Management Board decisions.
  • Perform other related duties as required.

Minimum Qualifications:

Education & Professional Work Experience

Years of Experience / Degree Level

For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Certificates and/or Licenses

Trade; Business Administration; Economics; Marketing; or a related field

(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 (MS Office and PeopleSoft/MSRP);

IT-PeopleSoft Supply Chain Management;

SC-Supply Chain Management;

SC-Planning;

SC-Procurement;

SC-Customs formalities;

SC-Logistics;

SC-Warehouse Management;

SC-Asset & Fleet Management;

(Functional Skills marked with an asterisk* are essential)

Language Requirements:

Knowledge of English and/or UN working language of the duty station if not English.

Competency requirements:

Core Competencies:

  • Accountability
  • Communication
  • Organizational Awareness
  • Teamwork & Collaboration
  • Commitment to Continuous Learning
  • Client & Result Orientation

Managerial Competencies:

  • Managing Resources

Cross-Functional Competencies:

  • Analytical Thinking
  • Planning and Organizing

Eligibility:

Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.2). If you have questions regarding your eligibility, you may also contact the HR Unit.**

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

Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above. However, current GS staff members holding an indefinite or fixed-term appointment in the country of the vacancy who apply for a position two grades above the personal grade will be considered as Group 2 applicants.

Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy.

I. Current locally recruited UNHCR staff members holding a temporary appointment up to a maximum of two grades above their current positions;

II. Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females) up to a maximum of two grades above the last position at UNHCR;

III. National United Nations Volunteers currently working for UNHCR;

IV. National UNOPS and individual contractors currently working for UNHCR;

V. Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member’s personal grade;

VI. Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;

VII. Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;

VIII. Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment up to a maximum of two grades above their current positions.**External candidates:** External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position, candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.**

How to apply

https://public.msrp.unhcr.org/psc/RAHRPRDX/EMPLOYEE/HR/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?FOCUS=Applicant&SiteID=2#_ga=2.85504656.889458139.1626165096-1409429267.1606458990

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 at: http://icsc.un.org

Submission of Applications:

  • Interested Group 1 and Group 2 applicants need to apply through MSRP – Self-Service – Recruiting Activities – Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile.
  • Interested external applicants need to apply online and complete the mandatory motivation letter. For technical issues with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website.

https://www.unhcr.org/careers.html – Careers – Career opportunities – Other Opportunities – Vacancies – sort by Location or search by Job Opening number.

  • Applications will be accepted only via the online portals. Please do not send application via

email.

  • 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 do a competency based 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 strongly encourages qualified female applicants to apply. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms gender, disability, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. All applications will be treated with the strictest confidentiality.
  • UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior 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/php/complaints.php or by confidential fax: +41 22 739 73 80.
  • 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 Pretoria RSARBHR@UNHCR.ORG

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