UNHCR recrute 01 Officier d’approvisionnement
Standard Job Description
Supply Officer
Organizational Setting and Work Relationships
The Supply Officer supports the supply activities at global, regional or country operations level. The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office. In the Bureau the incumbent normally reports to the Senior Supply Officer or the Senior Operations Coordinator. In the Country Operation s/he normally reports to the Senior Supply Officer or the Head of Office, as appropriate. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate supply activities operations. The incumbent may directly supervise professional and general service staff in the office. As and when required, the incumbent will provide support to other units under the respective area of responsibility.
S/he will ensure 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 create/maintain 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 incumbent will also create/maintain offices’ supply chain optimised and aligned with the operations’ evolving needs and management systems.
The incumbent 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. In addition, the incumbent will coordinate with SMS regarding policies, overall planning and management of resources that have an impact on Supply or where Supply has an impact on other parts of the operation.
In the Bureau the function extends to capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement, logistics and asset management rules and regulations; as well as support supply planning, implementation, reporting and statistics. The Supply Officer, being part of the Bureau Supply team will, take on the role of supporting, analysing and coaching the supply functions at Country Operation levels. The Supply Officer will primarily focus on supporting the sourcing/procurement aspects of the supply function, as Bureau remains a procurement-prone region requiring a sound level of risk management tools. In complex and challenging operational environment, an excellent procurement expertise will then be required to mainstream UN procurement principles as well as UNHCR internal policies throughout the region. This would include to ensure that each country operation can maintain an effective and compliant 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. Furthermore, the incumbent will be part of the reviewing team of the Regional Committee on Contracts which has been established to approve cases at a higher threshold than the Local Committee on Contracts. The Supply Officer will assist Country Operations on how to create/maintain 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. S/he will also have a large responsibility on capturing, analysing and reporting the information from the different Country Operations of the Bureau. This would require strong interaction and coordination in addition to an excellent knowledge of UNHCR tools (MSRP, Focus) and data analysis.
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
- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- Support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation.
- Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- Contribute to the development of relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, to foster mutual cooperation for the timely delivery of relief items avoiding bottlenecks.
- Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
- Guide 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).
- Establish and maintain 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.
- Participate in Identifying, assessing and selecting vendors based on their capability for delivering commodities and services.
- Maintain vendor and item master databases.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increases efficiency safeguards the investment of the organisation.
- Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards.
- 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.
- 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.
- Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.
- Depending on the size of the operation act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.
In the Regional Bureaux:
- Support Country Operations on how to implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented.
- Ensure that global Supply policies are understood by all Supply teams in the region by offering summaries and relevant interpretations in the regional context.
- Seek opportunities for regionalizing and streamlining Supply operations where operational advantage can be achieved
- Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
- Organize and deliver training at regional level in the different Supply functions such as procurement, logistics, asset and fleet management.
- Assist in coaching and advising individuals or Supply teams as requested.
- Track global Supply KPIs for the region and devise regional ones as required.
- Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and ensure that they are implemented throughout the region.
- Regularly visit country operations and their Supply teams including visits to camps and other operational sites, provide oversight and support within the operational context.
- Assist in providing a diagnostic on MSRP management reports for country operations, and coordinating with the Regional Supply
- Coordinator for necessary follow-up to ensure that data, in particular stocks accurately and completely reflect the reality in the warehouses.
- Support the revision of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations.
- Ensure that country needs assessment plans are established, combine them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Monitor and advise operations on import and customs clearance (as required) to resolve and ensure bottlenecks a smooth flow of goods to the operations.
- Ensure coordinated emergency deployments of staff in consultation with SMS to countries in the Bureau.
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
For P3/NOC 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years 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
Essential
- Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service oriented manner. Proven ability to manage a team.
Desirable
- Database management skills and experience and working knowledge of ERP systems, ideally of UNHCR¿s MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Aviation services knowledge for movements of goods/passengers.
Functional Skills
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures
- SC-UN/UNHCR Procurement Rules and Procedures
- DM-Database Management
- SC-Supply Chain planning and strategy development
(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.
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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 incumbent will have strong analytical skills with experience in supply data analytics and management reporting (with greater emphasis on logistics). A good knowledge of business analysis is essential, with proven experience in ERP implementation and/or system enhancement. The incumbent will ideally have experience in facilitating learning activities with the use of latest and innovative tools for a wide range of audience (peers, internal requestors and partners). The incumbent will be a team player with a collaborative approach in stakeholder management.
Required languages (expected Overall ability is at least B2 level):
French
Desired languages
Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:
Nature of Position
The Regional Bureau for West and Central Africa located in Dakar will supervise 15 countries with UNHCR presence (Burkina Faso, Cameroon, CAR, Chad, Cote d’Ivoire, Gabon, Ghana, Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria, Senegal, and Togo) and another six where there is no presence (Benin, Cape Verde, the Gambia, Sierra Leone, Equatorial Guinea, Sao Tome & Principe).The Bureau will be accredited to ECOWAS and the regional body for the Central Africa region, ECCAS. It will liaise closely with UN regional entities. The region has English-speaking and also French speaking countries.
The region is host to some 5.5 million persons of concern. Nigeria, the Central African Republic, Cote d’Ivoire, Chad, Cameroon and Niger continue to host a majority of this population many of whom were forced to flee from armed conflicts, intercommunal clashes, persecution, and other serious human rights abuses. Although there has been some small-scale spontaneous returns in the region, the current trends in population movements are expected to continue in 2020 and 2021 with limited prospects for solutions. Knowledge of and familiarity with operations in the West and Central Africa region, emerging trends in the Sahel region and also the full range of political and humanitarian challenges and opportunities would be beneficial.
In a challenging global supply chain trend, the Bureau is aiming to recruit professional supply chain experts and with expertise in the area of procurement and sourcing, who are able to oversee, coordinate and support the Supply teams in all country operations. The function extends to providing advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement, contract management, Cash assistance support, partner procurement, as well as supporting supply planning, implementation, reporting and statistics.
The incumbent of this position will be advising on and reviewing the sourcing/procurement aspects of the supply function. The work also requires a sound level of risk management tools, excellent procurement expertise to mainstream UN procurement principles as well as UNHCR internal policies throughout the region. In addition, s/he will advise country operations on how to create/maintain 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.
Furthermore, the incumbent will be part of the reviewing team of the Regional Committee on Contracts to approve cases at a higher threshold than the Local Committee on Contracts.
The incumbent of the position is expected to travel on missions to remote field-locations, some of which may have challenging living and working conditions as well as security constraints.
Living and Working Conditions:
As the capital of Senegal, Dakar is home to a population of over one million people. Dakar has reasonable medical facilities, offering both general and specialist care in accordance with international standards. Dakar is classified by the United Nations as an « A » family duty station, which implies access to all basic services and most recreational activities and facilities. Living conditions are comfortable and services are available.
While the asylum practice in the West Africa are rather generous, it is self-evident that the operational and political environments in the region present unique challenges (in terms of security, governance and socio-economic outlooks) to the UN in general, and UNHCR in particular. The Region houses a variety of political and UN coordination mechanisms that demand a significant amount of time to ensure that UNHCR remains relevant. Notable among these structures are United Nations Office for West Africa and the Sahel, headed by an SRSG, the Regional UNDG, and Regional offices for WFP, UNICEF, OCHA, UNWOMEN, FAO, etc. Donors also have regional platforms in West Africa.
Additional Qualifications
Skills
Education
- Bachelor of Arts (BA): Business Administration (Required), Bachelor of Arts (BA): Economics (Required), Bachelor of Arts (BA): Marketing (Required), Bachelor of Arts (BA): Social Science (Required)
Certifications - Institute of Purchasing and Supply Other
Work Experience
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration.
Job Posting End Date: July 13, 2023
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