Hardship LevelE (most hardship)
Family TypeNon Family with Residential Location
Family TypeNon Family with Residential Location
Residential location (if applicable)
Nairobi (CO), Kenya
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2024-10-01
Job Posting End DateAugust 26, 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 Senior Supply Assistant is expected to have very strong interpersonal skills, and requires tact and diplomacy. She/He should have a pro-active mature attitude and be able to perform well under stress as well as in difficult Kakuma environmental condition
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
https://wwwnc.cdc.gov/travel
In line with the GCR and MYMP, the operation in Kakuma has developed, in close collaboration with government and other stakeholders, a major initiative known as Kalobeyei Integrated Socio-Economic Plan (KISEDP). This initiative is aimed at ensuring that refugees and host community will enjoy access to quality services and better prospects of self-reliance. Within the framework of this initiative, large infrastructure and procurement projects are being implemented and UNHCR office in Kakuma continues to manage fuel for a number of camp health facility power generators, WASH facilities and vehicles working daily in the Kakuma and Kalobeyei settlements. The Kakuma office also provides logistical support through a logistics partner to new arrivals, refugees and vulnerable persons.
Under the supervision of the Supply officer, the incumbent is expected to support all supply chain activities in sub office Kakuma to implement efficient control mechanisms to ensure risk reduction associated with fuel pump operations. The Senior Supply Assistant should possess previous working experience around fuel disbursement with analytical reporting skills since SO Kakuma operates a private fuel pump station for its Administrative and operational vehicles. The Senior Supply Assistant should also have previous working experience in warehouse management to ensure efficient monitoring of partner staff operating the Kakuma CRI’s and spare parts warehouse. The incumbent will be required to serve as back-up staff for other senior supply staff and this requires knowledge in areas of asset and fleet management as well as procurement.
The position requires working with different NGO partner organizations and governmental officials.
Kenya is a country that enjoys social stability resulting from the smooth functioning of state institutions with a good level of infrastructure (e.g. roads, distribution of water, electricity, etc.) and a popular tourist destination. The current Security Level in the capital and in SRM Area 1A: Northern Rift Valley (Kakuma, Lodwar) is Moderate -3. All UN personnel must comply with UNDSS procedures and recommendations during their assignment to Kakuma. Kakuma is a non-family duty station with a hardship classified E, its living conditions are difficult but the social climate is calm. The weather is hot, dry and sunny. Windy storms are common in December and more pronounced in January till March. Staff live in UNHCR-provided accommodation; the facilities are generally of acceptable condition. The incumbent will be briefed on conditions of accommodations, laundry, meals, communications, air and road transports, recreations and others relevant information. However, staff members are charged rental fee predetermined by the organization paid upfront on monthly basis. It is also possible to withdraw cash from automatic telling machines found in all banks here in Kakuma. There are limited banking facilities at Kakuma with two banks (Equity & Kenya Commercial Bank ) having branches locally; internet and communications networks are available at the compound with fairly speed. The mobile telephone remains stable with 3G network. Climatic conditions are relatively harsh, and despite fumigation of the compound, insects and even snakes are present in the environment on seasonal climate changes. UNHCR has established a satellite level 1 JMS medical clinic in the compound following COVID-19 situation readily available 24/7 hours ; there is also Kakuma Mission Hospital where a doctor/Surgeon is deployed and paid for by UNHCR to provide assistance to refugees but special arrangements can be made during emergencies for staff members. There are also some pharmacies within Kakuma with basic medical facilities. Evacuation opportunities are limited. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The yellow fever vaccine is compulsory and vaccination cards should be updated. Vaccinations against Meningococcal Meningitis and Hepatitis A and B are also recommended. The basic drugs are available in pharmacies, but it is recommended to bring specific prescription drugs.
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
https://icsc.un.org/Home/SalaryScales
Additional Information
Functional clearanceThis position doesn't require a functional clearance