VdE | Oficial de Supply | UNHCR, the UN Refugee Agency

- fevereiro 01, 2023

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

PR3

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2023-01-27-08:00

Job Posting End Date

February 16, 2023

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.

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 ideal candidate should have experience working in the field ideally for both refugees and IDPs. She/He should have the passion and dedication to work with diverse team based in the country office and the field. The job requires lot of internal and external coordination and long working hours.

Required languages (expected Overall ability is at least B2 level):

,

Desired languages

Portuguese

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

Mozambique hosts more than 30,000 refugees and asylum-seekers, while more than one million people remain displaced internally due to ongoing violence perpetrated by non-state armed groups and the devastating impact of the climate crisis – where Mozambique is one of the most adversely affected countries in the world.

UNHCR leads the Protection Cluster, at national and at Cabo Delgado levels, and is key member in CCCM as well as in Shelter & NFIs Clusters. Mozambique pledged at the Global Refugee Forum to continue local integration advocacy and increase access to education, health care and basic services for refugees and host communities. Important Government strategies/plans are underway to address the root causes of the conflict, mitigate its impacts and drive development. UNHCR is working with development actors to support the inclusion of refugees, asylum seekers, stateless population and IDPs into development plans, actions and policies and thus leaving no one behind in line with the 2030 Agenda for Sustainable Development and its Sustainable Development Goals (SDGs).

The Supply Officer in Maputo works under the supervision of the Assistant Representative (Operations). The incumbent will work closely with colleagues from the three offices, including FO Nampula and SO Pemba, while executing his/her duties. The Supply Officer position will provide country wide supply coverage and will have an oversight and coordination role on the supply-related activities and processes in the UNHCR offices. There is a delegation of authority in place in Sub-Office Pemba and close oversight and guidance would be need to be provided to the supply team in Pemba.

As the most senior Supply role in Mozambique, the position requires a well-grounded person with extensive experience in the following:

Good understanding of UNHCR procurement rules and regulations and their application as well as training of the same to staff and partners.
Running tenders, preparing Contracts Committee submissions; managing contracts.
Using MSRP and especially MSRP Procurement / Supply and Asset functions.
Dealing with external partners (vendors, partners, other UN Agencies, Authorities, etc.)
Assessing the procurement capacity of the partners and advising MFT on procurement by the partners.

Living and Working Conditions:

Mozambique has a total population of 29 million people and Maputo is its capital city. The total area of Mozambique is 799 380 Km square from North to South. It is tropical hot and humid. The hottest and wettest months are December to February, when the average daily minimum temperatures are around 22 °c and the average daily highs of 30 °c. The rain season is between October and April. Winters (June to August) are mild with the average daily temperature ranging from 13 °C to 24 °C.

Maputo is a B, Family duty-station where the security level is considered low (2).

The security situation in the Southern area is relatively calm, the biggest concern being criminality in the main urban centers of Maputo, Matola, Xai-Xai and Inhambane cities.

Floods occur every two to three years, with higher levels of risk in the southern provinces. Seasonal rains (November to April) and the lack of drainage infrastructure to accommodate stormwater runoff often leads to flash floods.

Traffic accidents are common in Mozambique due to the poor condition of the roads and poor driving and vehicle standards.

The metical is the local currency and exchange rate stands at USD 1 equivalent to about 63.8 meticais (MZN) as per January 2023. There is a wide range of Banks and ATMs to meet financial needs. Credit/debit cards are accepted in most places.

The public healthcare system in Mozambique is basic and limited. Private clinics can be found in Maputo and other larger cities in Mozambique. Mozambique lies in a malaria zone, so the necessary precautions should be taken: Avoiding mosquito bites by using nets, candles and sprays is recommended.

Vaccinations for diphtheria, hepatitis A, tetanus and typhoid are recommended. Tap water in Mozambique is not safe to drink, so bottled or boiled water should be used instead. Communication and transport services are available at various costs. The housing market is healthy but quite expensive, with a wide selection of apartments and houses for rent. Apartments can be rented from US$ 1,000 to US$ 1,500 per month and meals at the restaurant cost between US$ 10 and US$ 30.

Maputo has several open food markets and several large supermarkets that sell food, clothing, and household goods at reasonable prices. There are cinemas, several bars and discotheques for entertainment. Maputo is only two to three hours' drive away from Swaziland (Mbabane) and South Africa (Nelspruit).

Skills

Additional Qualifications

Education

BA: Business Administration (Required), BA: Economics (Required), BA: Marketing (Required), BA: Social Science (Required)

Certifications

Institute of Purchasing and Supply - Other

Work Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs

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

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Add.2 to Bi-annual Compendium 2022 - Part B

Functional clearance

This position doesn't require a functional clearance