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 LICA5
Target Start Date2025-06-01
Deadline for ApplicationsJune 7, 2025
Terms of ReferenceSenior Supply Assistant
1. General Background
The Supply Associate manages and supports all activities pertaining to the supply chain function including warehousing, inventorying, transport management and monitoring within the area of responsibility.
The incumbent is supervised by a higher-level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some 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.
2. 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 Senior Supply Assistant UNOPS is based in Port Sudan and the incumbent will support in the warehousing and inventory management activities of the warehouse in accordance with UNHCR Standard Operating Procedures on Warehouse and Inventory Management.
3. 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.
4. Duties
- Assist in the management of the storage of goods according to \"best practices\" and UNHCR rules and regulations;
- Ensure that the UNHCR office receives the following information in timely manner:
Daily: Incoming/Outgoing Shipment reports; Copies of GRNs, Waybills & Quality Inspection reports;
Weekly (or as otherwise instructed): Stock reports (detailing in/out movements and balances);
Monthly: Copies of Stock Cards (also those where the quantity has reached zero during the reporting period);
Quarterly: Physical Inventory Verification reports.
- Plan and implement the daily activities based on information of in/out movements, control activities, etc. received from the UNHCR office.
- Verify all inventories and check if they are owned by UNHCR. In case of non-UNHCR inventory discovered notify the UNHCR office immediately.
- Control the storage conditions (general condition and cleanness, etc.);
- Control that the stacking of items is appropriate and safe;
- Check the quality of the inventory, if the bottom layer is elevated from the floor and if items are damaged.
- Verify that all bins/stacks have Bin/Stack Cards;
- Verify that Bin/Stack Cards & Stock Cards are timely updated.
- Check that the Layout & Storage plan is updated and matching the physical placement of inventory in the storage area.
- Check the completeness of documents, handling and filing routines, in the storage area and in the warehouse office (receipt, signatures, updating, etc.);
- Ensure the correctness of documents, such as Incoming/Outgoing Shipment reports, Waybills, GRNs, Inspection reports, etc. and ensure they are finalised and delivered to the UNHCR office as instructed.
- In case of inventory discrepancies investigate and notify the UNHCR office as soon as possible (this includes discrepancies between warehouse records and the reports from the UNHCR office);
- Verify that personnel report at the start of their shift, verify absences, train newly recruited personnel in their tasks, plan for and task personnel for the activities to take place.
- Inspect the general condition of the warehouse premises.
- Ensure cleanliness of the building and premises and ensure that waste disposal routines are environmentally friendly.
- Perform other related duties as required.
5. Qualifications and 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
Stock and warehousing management.
Supply chain;
Logistics
6. 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. Below is the current storage space of each warehouse in the country:
S.N Warehouse Name /Location Warehouse Space (m2)
1 Red Sea Freezone 2000 + (1500 outdoor)
2 Kassala 1200
3 Gadaref 2000
4 Damazine 640
5 Kosti 1928
6 Port Sudan 1600
Under the direct supervision of the Supply Associate, the incumbent of the position will support in managing and maintaining in a good condition the warehouse and make sure all inventory items are stored in accordance with UNHCR SOPs on Warehouse and Inventory management
Given the above operational Supply context, the incumbent should possess following skills and competencies:
Technical skills and competencies:
- Strong experience in Warehousing and Inventory management as well as managing warehousing transactions (in/out movements)
- Good experience in managing offloading and loading inventory items from the warehouse as well as good relationship with transport service providers and local labors during the logistic operations from/to the warehouse.
- 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 from/to the warehouse
- 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, reporting
Managerial skills:
- Strong experience in supervision and coaching local labors and transport service providers
- Experience in managing an effective team with trust, teamwork, and collaboration
- Good analytical thinking and problem-solving skills, managing inventory incident
Language requirements:
- English is essential language for this position. The incumbent should read, understand, listen, write and attend meetings conducted in English. Being fluent in Arabic is also an asset.
- Excellent technical capacity on reporting on Supply activities (Monthly and quarterly inventory reports)
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
Functional Skills:
IT-Computer literacy (MS Office and PeopleSoft/MSRP);
IT-PeopleSoft Supply Chain Management;
SC-Supply Chain Management;
SC-Planning;
SC-Procurement;
SC-Customs formalities;
SC-Logistics;
SC-Warehouse Management;
SC-Asset & Fleet Management;
7. Competency Requirements
Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies:
Managing Resources
Cross-Functional Competencies:
Analytical Thinking
Planning and Organizing
,
,
,
,
Skills
Education
Certifications
Work Experience
Other information• Female candidates are strongly encouraged to apply.
• Only shortlisted candidates will be contacted.This position doesn't require a functional clearance
RemoteNo