Hardship LevelC
Family TypeNon Family
Family TypeNon Family
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2024-08-01
Job Posting End DateAugust 4, 2024
Standard Job Description
Senior Supply Assistant
Organizational Setting and Work Relationships
The Senior Supply Assistant provides supply support to all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility (AoR).
The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific 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 the management of material resources within the geographical area covered while exercising efficiency in the use of those resources.
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.
- Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services.
- Initiate custom clearance of consignments, draft exemption requests, and liaise with local agents.
- Support warehouse management, and assist with planning of goods & services deliveries, and provide information on the status of requests and the availability of items in the supply chain.
- Maintain accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request.
- Examine purchase requests to ensure conformity and liaise with requesters.
- Prepare quotation requests and tenders, produce bid-tabulations from tenders and prepare Purchase Orders for approval.
- Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
- Provide information on all procurement activities within the AoR.
- Produce standard asset management reports and other asset information, periodically and when requested.
- Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.
In the Regional Bureaux:
- Track global Supply KPIs for the region and assist in preparation of regional ones, as required.
- Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and provide relevant reports to senior managers.
- Assist Country Operations in MSRP management.
In the Country Operations:
- Ensure local liaison to effectively support the supply activities.
- Assist in the management of the storage of goods according to \"best practices\" and UNHCR rules and regulations;
- Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation, including registration and marking of new PPE, physical verification of PPE, preparation of agreements and disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE.
- 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
Education & Professional Work Experience
Years of Experience / Degree Level
For G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable
Certificates and/or Licenses
Not specified
Relevant Job Experience
Essential
Not specified
Desirable
Not specified
Functional Skills
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset Management
SC-Fleet 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 overall situation in Iraq has improved significantly since the conclusion of large-scale military operations against Da’esh in 2017. However, the security situation remains volatile and the economic situation fragile. The country generously hosts some 300,000 refugees and asylum-seekers, mostly Kurdish Syrians (over 270,000), the majority of whom live in the Kurdistan Region of Iraq (KR-I). The refugees have limited prospects for return in the immediate future given the insecurity and ongoing human rights and humanitarian law violations and abuse, particularly in North-East Syria from where most refugees originate. In the 2023 return intention survey conducted by UNHCR, 94% of Syrian refugees in Iraq indicated that they did not intend to return in the next 12 months. When asked about their reasons, the majority noted concerns about the lack of safety and security, and the lack of livelihood opportunities in Syria. Other important concerns included inadequate basic services, the lack of suitable housing and risk of conscription.
Iraq also has over 1 million internally displaced persons (IDPs), of whom some 160,000 live in 23 IDP camps in the KR-I. IDPs report insecurity, limited access to public services, such as education, health or even water and electricity, lack of livelihood opportunities and financial resources, combined with damaged housing in areas of origin and, for some of them, Sunni Arabs in particular, perceived affiliation with extremist groups as the main barriers to return. The remaining needs of forcibly displaced populations in Iraq are largely driven by socio-economic factors, human rights deficits and the absence of the rule of law – and not anymore by their displacement status – which are addressed more effectively through sustainable development approaches. In view of this, UNHCR and partners transitioned in 2023 from a humanitarian response to a development-focused approach. This entails strengthening national ownership and capacity for public service providers to deliver protection and other services, advocating for increased access of refugees and IDPs to public services, and promoting refugee inclusion in social protection programmes and improving refugees’ access to labour markets and livelihood opportunities.
The successful candidate should also tackle the following areas of responsibilities:
- Maintain accurate records and documentation related to receipts, dispatches, and stock balances in compliance with UNHCR guidelines and standards.
- Ensure proper inventory control and accountability mechanisms are in place, conducting regular physical stock counts and reconciliations.
- Coordinate with logistics and procurement teams to ensure timely delivery of goods to distribution points and project sites.
- Monitor transport and logistics service providers to ensure compliance with contractual agreements and performance standards.
- Implement quality assurance measures to maintain the integrity and condition of stored goods, adhering to UNHCR standards.
- Prepare and submit regular reports on warehouse operations, stock movements, and inventory levels.
Important notes:
- When completing the application, candidates are required to list all of their language skills – including their mother tongue. The three broad levels are A1/A2 (\"Basic User\"), B1/B2 (\"Independent User\"), and C1/C2 (\"Proficient User\")
- Shortlisted candidates will be required to undergo functional clearance and a possible eliminatory written test. only successful candidates will be invited for the interview.
Eligibility:
This position is advertised internally only, i.e. applications are open to internal candidates (staff members with an indefinite or fixed-term appointment in the same category as the position advertised) and candidates with UNHCR experience at the time of application (current staff members in other categories, staff members on temporary appointment, affiliate workforce, interns, and staff loaned/seconded as well as former UNHCR staff members who were on FTA/indefinite contract)
Required languages (expected Overall ability is at least B2 level): English
,Kurdish
,
Desired languagesArabic
,
,
Operational context
Additional Qualifications
SkillsIT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-Warehouse Management
Education
Certifications
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
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Additional Information
Functional clearanceThis position doesn't require a functional clearance