Assistant Supply Officer

Hardship Level: E (most hardship)

Family Type: Non Family with Residential Location

Family Type: Non Family with Residential LocationDanger Pay

Residential location (if applicable): Nairobi (CO), Kenya

Grade: NOA

Staff Member / Affiliate Type: National Professional Officer

Reason: Regular > Regular Assignment

Remote work accepted: No

Target Start Date: 2024-04-01

Job Posting End Date: February 21, 2024

Standard Job Description

Assistant 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.

- 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

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;
(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
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.

Desired Candidate Profile

The incumbent should have extensive experience in procurement advisory and oversight as s/he would be required to provide the same to UNHCR staff and partners.

S/he should be familiar with supply planning in a normal and emergency setting. Mogadishu being a Sub-Office covering five field offices, namely FU Kismayo, FU Dohbley, FU Baidoa, FU Dollow, and FU Beletweyne; strong skills and abilities in logistics, fleet, and fuel management, warehouse and inventory management is an asset.

The ideal fit for the position should be an outstanding communicator with great written, verbal, and interpersonal skills. Previous experience working with different partners and stakeholders including government leaders is desirable.

He/She should be an exceptional leader able to serve as part of a team to respond to and resolve complaints and problems that arise as part of the responsibility. A good understanding of the context and dynamics of the South-Central Region is essential. Previous experience in Supply and logistics management in the UN/UNHCR or International NGO is highly desirable for this position.

Required languages (expected Overall ability is at least B2 level):

,

,

Desired languages

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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:

UNHCR Sub Office Mogadishu covers the Southern and Central regions of Somalia, the security situation remains volatile with Al-Shabaab remaining in control of large rural areas, as well as sporadically active in urban centers by carrying out attacks ranging from bombing attacks to gaining control over some towns. There are various factors to be considered such as the current delay and disputes over the national elections in addition to the protracted and recurrent internal displacement caused by interlinked drivers (i.e., climatic shocks and conflicts).

UNHCR continues working with the Government towards the implementation of the GCR/ CRRF to ensure that refugees, returnees, and asylum seekers are included in national development initiatives, including social protection and safety net systems. Implementation of the GCR in Somalia is also rooted in regional processes led by the Intergovernmental Authority on Development (IGAD) and guided by the Nairobi Declaration on Durable Solutions (2017). The Nairobi Declaration, and its accompanying Plan of Action, proposes a comprehensive regional approach to deliver durable solutions for Somali refugees and to create an enabling environment for their return and reintegration. The National Durable Solutions Strategy (NDSS), launched in March 2021, contributes to the implementation of GCR and the FGS’s pledges made at the Global Refugee Forum.

The Assistant Supply Officer at UNHCR Sub Office Mogadishu plays a pivotal role in supporting all aspects of the supply chain function within the area of responsibility. The incumbent is instrumental in coordinating planning, sourcing, procurement, transport, shipping, customs clearance, and the management of warehousing assets and fleet. The position may be situated at Headquarters (within DESS), in a Regional Bureau, or in a Country Office.

Reporting to the Head of Sub Office/ OiC, under technical supervision of Supply Officer or other senior staff with supply oversight functions, the Assistant Supply Officer receives objectives and general guidance from their supervisor. Additionally, they refer to UNHCR manuals and relevant policy papers for direction. The incumbent may also supervise staff and/or AWF, ensuring effective communication and collaboration within the team. The Assistant Supply Officer actively contributes to the maintenance of a robust and flexible supply chain infrastructure capable of accommodating operational needs and facilitating timely emergency responses. Moreover, they collaborate with partners to support supply activities effectively. Maintaining impartial, ethical, and customer-oriented relations with suppliers and partner organizations is a core responsibility of the Assistant Supply Officer. Information exchange with counterparts in other UN agencies and international organizations adheres to the limits established by UN/UNHCR Procurement Rules. The incumbent also assists with joint procurement actions as and when necessary.

Additionally, the Assistant Supply Officer supports the coordination of assistance delivery from the regional warehouse, where applicable. They liaise with SMS staff managing the Global Stockpiles and Global Asset and Fleet Management, as required and applicable. Engages in working-level contacts with other UN agencies, implementing partners, and government departments on relevant subject matters. Adherence to UNHCR’s core values of professionalism, integrity, and respect for diversity is integral to the role.

Living and Working Conditions:

Security situation: Mogadishu, an E category, non-family duty station, is the capital of Somalia. In 2021, UNHCR opened its own residential and office compound within the Aden Abdulle International Airport (AAIA) where UN Agencies, Funds and Programs, as well as Embassies operate from various compounds.  The security situation has remained consistently tense and volatile for many years. As a consequence, staff movements may be restricted. Curfew within AAIA is 22:00-05:00 for vehicle movement and 18:00-06:00 for pedestrian movements. The beach area (a 20-minute walk from the compound) is currently open 05:00-08:00 and 14:00-18:00 daily, although swimming in the ocean is prohibited due to strong currents and sharks. National staff can access the compound (AAIA), during the morning from 6:00 and exit in the evening AAIA by 5:00.

Living conditions: International staff reside in UNHCR's compound (containers) in the AAIA compound. National staff live in the town and commute to the office on working days. UNHCR provides shuttle service to/from office and staff residences. In town, there are social amenities, including cafes, restaurants, football playgrounds, and recreational public parks to which national staff have access. 

Working conditions: UNHCR has an office and accommodation in their compound within the ATMIS-protected area AAIA. The office is equipped with furniture, office items, and full access to the internet. Field and Protection staff regularly visit IDP sites and monitor Partners project implementation activities. Other UN agencies, including UNICEF, UNOCHA, WFP, IOM, FAO, WHO, and UNFPA have a presence in Mogadishu (AAIA).

Healthcare services: There are several medical facilities in Mogadishu. In the town, national staff have access to several hospitals - Kalkaal Hospital, Turkish hospital, Shaafi, and Adan Ade hospital which are covered under medical insurance. Within the UNSOS/UNSOM compound, there are Level 1 and Level 2 Clinics run by UNSOS and ATMIS, respectively. National staff and their dependents have full access to these hospitals.

Food: All basic foods are available in the market ranging from meat, dairy, fruit, and vegetables. There are many hotels within the protected area of Aden Ade International Airport (AAIA) where staff can visit. There is a canteen run by a private catering company called Star Empire in the UNHCR compound. Both national and international staff have access to it. There are also two fully equipped kitchens for staff to use in the UNHCR Villa.

Transport:  Airport pick-up and drop-off: Mogadishu

UNHCR provides transport to UNHCR staff and Affiliate Workforce Personnel when travelling to/from Mogadishu. All arriving staff are requested to share their ticket details with Admin before their travel date. UNHCR drivers normally do not have access permit to the arrival hall of the airport and will wait for staff arriving in the area around the airport main gate/barriers, a shirt walk away from the arrivals hall. To request transportation within Somalia, UNHCR Somalia uses the UN Booking Hub.

National staff use local rental shuttles for pick-up and drop-offs from/to home. 

Communication: In Mogadishu, there are many telecommunication entities, Hormuud is the leading telecommunications provider in Mogadishu, offering reliable mobile network coverage for calls, data, and mobile money services for over 20 years. Their dominance in the market makes them a popular choice for residents and visitors alike.

Banking: UNHCR Somalia has a contract with Standard Chartered Bank in Nairobi on cash payments to Somalia. Standard Chartered Bank has sub-contracted Amal Money Transfer Agency in Somalia to remit funds to Somalia on their behalf. Staff members can opt to receive their entitlement in the form of cash from an Amal outlet in Somalia. Staff members can either receive cash over the counter or open a bank account with Amal Money Transfer Agency to withdraw cash as desired. Other international banks operate in Mogadishu as well such as Premier bank, my bank, Dahabshiil, and Somalia Central Bank.

Education: In Mogadishu, there are several private primary and secondary schools and universities, most of them are privately owned institutions. These institutions are accessible to all by students.  

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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

Education

Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Engineering, Bachelor of Arts (BA): International Commerce, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Supply Chain Management

Certifications

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

Work Experience

Competencies

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

UNHCR Salary Calculator

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

Compendium

Additional Information

Shortlisted candidates may be required to undertake a written test

Functional clearance

This position doesn't require a functional clearance

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