Assistant Supply Officer - UNHCR Libya

UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES (UNHCR) INTERNAL & EXTERNAL VACANCY ANNOUNCEMENT

Vacancy Notice No. 37 UNHCR Libya

Operational Context & 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.

In addition to the standard duties and responsibilities described below, S/he should demonstrate a strong Knowledge of worldwide procurement practices, contract negotiations and administration is an important asset.

S/he must also demonstrate the following competencies:

• Excellent drafting, evaluation and analytical thinking skills; excellent written communication and interpersonal skills; organizational skills, attention to details, time management of paramount importance refined negotiation skills; stress management ability and a good skills in prioritizing and organizing; delivering quality and results – hard working approach, commitment to excellence;

-Ability to build and maintain supportive relationship and work closely with wide range of customers both internal and external in support of successful supply chainimplementation;

• Consistently providing a high level of service by establishing and clearly communicating mutual expectations, developing an understanding of needs.
• Demonstrates the ability to draw on both theoretical knowledge and practical experience to provide workable solution appropriate to an operational need and its constraints by providing supply chain expert advice to a variety of requesting units.
• Knowledge of worldwide procurement practices, contract negotiations and administration are an important asset.

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.

Functional Statement:

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.
• 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 ofPPE.

• 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.

Essential Minimum Qualifications and Experience:

• 1-year relevant experience with Undergraduate degree in Business Administration, Engineering, Logistics, Supply Chain Management, International Commerce with a Certificate/ license in Supply Chain Learning Programme, Fritz Institute Certificate in Humanitarian Logistics (CHL) and/or Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS; or other relevant field.; or no experience  with Graduate degree; or no experience with Doctorate degree.
• Knowledge of International Refugee and Human Rights Law and ability to apply the relevant legal principles.
• Fluency in English and working knowledge of another relevant UN language and local language.

Desirable Qualifications and Experience:

• Completion of the Protection Learning Programme, RSD- Resettlement Learning Programm Other UN procurement and logistics training – such as IAPSO and UNPD.

Functional Skills

• IT-Computer Literacy
• IT-PeopleSoft Supply Chain Management;
• SC-Supply Planning
• SC-Customs clearance
• SC-Logistics
• SC-Warehouse Management
• SC-Asset Management
• SC-Fleet Management
• SC-UN/UNHCR Procurement Rules and Procedures

Competency Requirements

Core Competencies:

• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation

Managerial Competencies:

• Judgement and Decision Making
• Empowering and Building Trust

Cross-Functional Competencies

• Analytical Thinking
• Negotiation and Conflict Resolution

– Stakeholder Management

Eligibility:

Internal candidates: Interested staff members should consult the Policy and Procedures on Recruitment  and Assignments of Locally recruited Staff (UNHCR/AI/2020/1/Rev.1). If you have questions regarding your eligibility, you may also contact the HR Unit.

Internal candidates for vacancy announcements in the GS category are divided in Group 1, Group 2, as follow:

Group 1 comprises 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.

Group 2 comprises candidates from the categories listed below after completion of one cumulative or continuous year of service in the country of the vacancy. The Group 2 status will be confirmed by the UNHCR Libya’s HR team as applicable. Further details on the Group 2 are available in our career portal UNHCR Libya Jobs .

External Candidates are candidates who are not in Group 1 or Group 2.

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 at: http://icsc.un.org

Submission of Applications:

• Interested candidates are to complete, sign and submit in a pdf format a new Personal History Form (Nov 2017 version) which includes a Letter of Interest for the specific position prior to the closing date of the vacancy notice through UNHCR Libya’s recruitment portal: http://www.unhcr.org/ly-jobs/
• Candidates must be Libyan citizens or hold a valid local work permit at the time of application. No relocation fees apply.

No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may 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).

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality and culture. All applications will be treated with the strictest confidentiality.

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