Hardship LevelB
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOA
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Target Start Date2024-01-01
Job Posting End DateOctober 30, 2023
Standard Job DescriptionAssistant 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. - 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. (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: 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 Language requirement: Spanish C2 and English B2 level.
Eligibility:
This position is advertised to internal and external applicants. Candidates must be legally present in Honduras at the time of application, recruitment and hire. Only Honduran citizens or candidates legally present in Honduras will be considered eligible.
Interested staff members should consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2022/07). If you have questions regarding your eligibility, you may also contact the HR Unit.
In line with the RAP, the below category of candidates are eligible to apply for internally/externally advertised vacancies.
Internal candidates:
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.
Candidates with UNHCR experience:
Current GS staff members holding an indefinite or fixed-term appointment in the country of the vacancy applying to two grades above their own, staff members holding an indefinite or fixed-term appointment in other categories (P/FS/NPO), staff loaned/seconded from another UN organization/international organization/government entity, staff members on temporary appointment, affiliate workforce, interns, as well as former UNHCR locally recruited staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females).
External candidates:
External candidates 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.
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 and please refer to the relevant category / grade level at: http://icsc.un.org.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview/meeting, processing, training, or any other fees).
All applications must be submitted online in Workday. Email applications will not be accepted. Incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates might be required to sit for a written test and/or 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 is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. UNHCR seeks to ensure that male and female employees are given equal career opportunities. 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.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern, is subject to proof of full vaccination against COVID-19, independently of contract type and duration. The selected candidate(s) will be required to provide the proof of vaccination prior to recruitment.
Required languages (expected Overall ability is at least B2 level): English
,Spanish
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Desired languages
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,
Operational context
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
Honduras is facing increasing multidimensional risks associated with displacement. Insecurity and violence exerted by criminal gangs is exacerbated by the negative impacts of climate change and disasters, increasing levels of poverty and gender inequality. Internal displacement is projected to persist in 2024 and numbers of people in mixed movements to increase, putting pressure on the response capacities of host communities.
With the support of UNHCR, the Honduran National Congress adopted a comprehensive legal framework for the prevention and care of and attention to internal displacement. The law was sanctioned by the President of Honduras and entered into force in April 2023. The law’ s regulations must then be concluded in the following six months. The needs identified by the Government are focused on building or strengthening the institutional response architecture and developing the implementation of the law, a process that will be conducted during the next years. UNHCR will support the Honduran state during this entire process.
In line with the commitments made by the State in the framework of the Comprehensive Regional Protection and Solutions Framework (MIRPS), UNHCR will continue to work in close collaboration with the Government in establishing a favourable protection environment to respond to the increased needs of internally displaced people and of those in need of international protection. Similarly, UNHCR will strengthen its support and engagement with multi-agency efforts to respond to these needs.
UNHCR will promote the consolidation of institutional networks that implement protection responses for displaced populations. These initiatives entail the implementation of the bill on internal displacement and amendments to the migration legal framework to enhance the protection of refugees and access to asylum in Honduras. UNHCR will also provide technical support and capacity building to assure that the Government’ s policy is in line with international standards. The asylum system will be strengthened to meet possible increasing demands despite handling relatively small numbers.
The response will also entail a national system to identify specific needs of forcibly displaced population and appropriately refer cases for assistance. While this is being set-up and as a last resort, UNHCR will continue to act as a direct provider of services, including life-saving protection measures, through its protection network. Cash assistance will be used as a modality in this regard. UNHCR will empower local communities and grassroot organizations to prevent forced displacement and establish response mechanisms to tackle the effects of generalized violence. UNHCR´s presence in the field will ensure coverage in strategic locations enabling monitoring of the context and engagement with the communities.
Aligned with the Secretary-General’ s Action Agenda on Internal Displacement, UNHCR will work to attain durable solutions for those forcibly displaced and in need of international protection. Furthermore, UNHCR will work with authorities to establish effective land recovery mechanisms for internally displaced people. Livelihood and economic inclusion programmes will be implemented, and for the most vulnerable cases that cannot achieve a durable solution in Honduras, UNHCR will provide alternative pathways, such as participating in third country solutions and resettlement options.
The Assistant Supply Officer will be the head of the Supply Unit in the Country office, providing support to the country office and four field offices (Field office San Pedro Sula, Field Unit Choluteca, Field Unit Tegucigalpa y Field Unit Ocotepeque). The Supply unit is formed by a team of three people. As a result, the Assistant Supply officer will supervise two colleagues: a Supply Associate (G6) and a Senior Supply Assistant (G5). The Assistant Supply Officer will be spearheading all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing assets & fleet management within Honduras. The incumbent will be supervised by the Senior Operations Officer or Deputy Representative.
The position will be located in Tegucigalpa. Family duty station B
Additional Qualifications
Skills
EducationBachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Engineering, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Mathematics
CertificationsFritz Humanitarian Logistics - Other, HCR Supply Chain Learning Program - UNHCR, Institute of Purchasing and Supply - Other
Work Experience
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Stakeholder management, Teamwork & collaboration
UNHCR Salary Calculator
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Additional Information
Functional clearanceThis position requires Functional Clearance