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Associate Supply Officer

Ethiopia

Opportunity Deadline

28/11/2023

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Job Description

Fresh
Ethiopia
  • Country: Ethiopia
  • Vacancies No: N/A
  • Salary: N/A 
  • No of Jobs: N/A
  • Education: Undergraduate
  • Experience: 3 years
  • Gender: Both

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.
– Develop relevant contacts and build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.
– Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
– Manage the vendor related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date.
– Oversee tender processes and manage the preparation of proposals for award of contracts to the relevant CoCs.
– Ensure the quality standards for commodities and services are respected by vendors in relation to the needs of the location and tender/purchase specifications.
– 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 establishment & maintenance of warehousing according to “best practices” and UNHCR rules and regulations.
– Manage an efficient system for the release, and redeployment of goods.
– Oversee and coordinate as required the release and transportation and of relief and other non-food items.
– 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.

– Support effective information flow in the supply chain and adapt process and documents to the prevailing environment.

In the Regional Bureaux:
– Support Country Operations in implementing supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented particularly in emergency context.
– Assist country operations achieving full compliance with rules & regulations in all supply activities.
– Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
– Facilitate training of supply staff and 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 and provide relevant reports to senior managers.
– Support the analysis of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations.
– Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs.

In the Country Operations:
– Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
– Assist 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).
– Support the establishment and maintenance of 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.
– Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increases efficiency safeguards the investment of the organisation.
– 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.
– Depending on the size of the operation act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.

– 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 P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education
Supply Chain Management; Business Administration; International Commerce; Engineering;
or other relevant field.

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.
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. Proven ability to manage a team.

Functional Skills
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Warehouse Management
SC-Asset Management
SC-Fleet Management
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-UN/UNHCR Procurement Rules and Procedures
IT-Computer Literacy
SC-Customs clearance
SC-Logistics
(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.

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