Hardship Level (not applicable for home-based)E (most hardship)
Family Type (not applicable for home-based)
Non Family with Residential Location
Staff Member / Affiliate TypeUNOPS IICA1
Target Start Date2025-07-01
Deadline for ApplicationsJune 23, 2025
Terms of ReferenceAssociate Supply Officer
Duty station: Port Sudan, Sudan
Section/Unit: Supply
ICA Level: Level P2
1. General Background
The position of Associate Supply Officer_ UNOPS based in Port Sudan, Sudan is created within the Supply Chain function to support the Head of Supply Chain Section in ensuring strong oversight of compliance with organizational procedures, contextualized SOPs, and incorporation of lessons learned, best practices across end-to-end supply chain processes and transactions and reporting while operating in a conflict-prone country with a complex and challenging operating environment
The incumbent is supervised by the Senior Supply Officer and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some national staff in the office. The incumbent maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available resources.
Operational Context
UNHCR Operation in Sudan is characterized by complexities and bottleneck in the delivery of goods and services. Several items ranging from administrative to operational supplies are imported into the country and therefore requires undergoing the customs clearance processes as well as hyperinflation, price fluctuation and local currency devaluation leading to the price increase and amendment of existing frame agreement. The operation is currently facing with the Continued Drone Attacks in Port Sudan and its surrounding areas targeting strategic points such as Airport, seaport, fuel depots, electrical and telecommunication infrastructures which has serious impact on UNHCR’s Logistic operations. In terms of warehousing and Inventory management, the operation will start direct implementation for the management of UNHCR warehouses in Sudan. The position Associate Supply Officer UNOPS is based in Port Sudan and the incumbent will take key responsibilities, including procurement planning, championing the supply chain system, and backstopping both country office and field offices supply in resolving bottlenecks through innovative and compliant solutions in response to the challenges mentioned in the above operational context.
2. Purpose and Scope of Assignment
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.
1. 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.
- Develop relevant contacts and build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.
- Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
- Manage the vendor related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date.
- Oversee tender processes and manage the preparation of proposals for award of contracts to the relevant CoCs.
- Ensure the quality standards for commodities and services are respected by vendors in relation to the needs of the location and tender/purchase specifications.
- 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 establishment & maintenance of warehousing according to \"best practices\" and UNHCR rules and regulations.
- Manage an efficient system for the release, and redeployment of goods.
- Oversee and coordinate as required the release and transportation and of relief and other non-food items.
- 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
- Implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented.
- Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
- Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- Support effective information flow in the supply chain and adapt process and documents to the prevailing environment.
- Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
- Assist the office should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.
- Assist in the coordination with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).
- Support the establishment and maintenance of an efficient and skilled workforce that is capable of supporting on-going operations.
- Support the identification of partners for supply chain projects based on objectives, priorities, strengths and resources of the Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increases efficiency safeguards the investment of the organisation.
- Support the coordination activities of Partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Maintain an up-to-date overview of the location's supply chain capacity and preparedness, as well as that of its partners to ensure that adequate capacity exist also to cover emergencies.
- Depending on the size of the operation act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.
- Perform other related duties as required.
4. Qualifications and Experience
Education & Professional Work Experience
Years of Experience / Degree Level
For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree
Field(s) of Education
Supply Chain Management; Business Administration; International Commerce; Engineering;
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS;
(Certificates and Licenses marked with an asterisk* are essential)
Relevant job experience
Desired Candidate Profile
UNHCR Sudan Operation has its current country Representation Office temporarily based in Port Sudan. Currently, the operation is managing from Port Sudan six (06) warehouses across the country.
All procurement cases worth between $40,000 – $250,000 will be submitted to Port Sudan for approval where a Local Committee on Contracts (LCC) is in place. Under the direct supervision of the Senior Supply Officer, the incumbent of the position will support in Procurement planning, supply information management, warehousing and inventory management
Given the above operational Supply context, the incumbent should possess following skills and competencies:
Technical skills and competencies
- Strong experience in Procurement including reviewing local tenders and procurement submissions prepared by national Staff as well as contracting and vendor management
- Good experience in managing end-to-end procurement process by observing and applying UNHCR Procurement rules and regulations
- Prior relevant logistic, inventory and procurement experience in field operations, especially in hardship locations E, D with high risky duty station, limited infrastructure, and low competitiveness local market
- Strong experience in managing warehouse, movement of core relief items and medical supplies as well as transportation operations in difficult conditions
- Past working experience in Sudan with UN agencies or other humanitarian NGOs coupled with field logistics experience will be an asset
- Computer science skills (Word, Excel, Powerpoint), knowledge of SAP Software (ERP Cloud) - Experience in dealing with Emergencies situation and in interagency logistics operations in the field working environment.
- Other UN procurement and logistics training such as IAPSO and UNPD.
- Experience in transportation, logistics and warehousing.
Managerial skills
-Strong experience in supervision and coaching national Supply Staff
- Experience in managing an effective team with trust, teamwork, and collaboration
- Good analytical thinking and problem-solving skills
Language requirements:
- English is essential language for this position. The incumbent should read, understand, listen, write and attend meetings conducted in English.
- Excellent technical capacity on reporting on Supply activities
Qualifications Skills
IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SCFleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-Warehouse Management Education Certifications Business Administration - Other, Economics - Other, HCR Learning Program - UNHCR, HCR Supply Chain Learning Program - UNHCR, IAPSO/UNDP Procurement - Other, Logistics - Other, Marketing – CIPS Certificate.
Important Notes:
- Nationality: Candidate must be a national of a country other than the country of assignment.
- Female candidates are strongly encouraged to apply.
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Skills
Education
Certifications
Work Experience
Other informationFemale Candidates are encouraged to apply.This position doesn't require a functional clearance
RemoteNo