Associate Supply Officer UN Jobs – United Nations High Commissioner for Refugees (UNHCR)

Job Title:       Associate Supply Officer
Organisation: United Nations
High Commissioner for Refugees (UNHCR)
Position No.: 10027116
Vacancy Notice: 009/2017
Duty Station: Kampala,
Reports to: Senior Supply
Post Grade: NOB
About UNHCR:
The Office of the United Nations High Commissioner for Refugees was
established on December 14, 1950 by the United Nations General Assembly.
UNHCR’s mandate under the Statute of the Office of the United Nations High
Commissioner for Refugees is to lead and co-ordinate action for international
protection to refugees; seek permanent solutions for the problems of refugees
and safeguard refugee rights and well-being. UNHCR has an additional mandate
concerning issues of statelessness, as it is given a designated role under
Article 11 of the 1961 Convention on the Reduction of Statelessness.
Job Summary: The Associate
Supply Officer will mainly manage and support all activities pertaining to the
supply chain function including planning, sourcing, transport, shipping,
customs clearance and warehousing management in the operation. The jobholder
will also refer to UNHCR manuals and relevant policy papers. The incumbent will
supervise some support staff. Contacts will be predominantly with other UN
agencies, Implementing partners and Government departments on relevant subject
matters at the working level.
Key Duties and
  • Prepare plans for delivery of relief items
    according to operational needs.
  • Apply UNHCR procurement strategy when
    planning for purchase of important commodities and services.
  • Through regular physical verification of
    PPE establish their status, propose old and obsolete PPE for disposal and
    plan for the arrival of replacement items.
Operational Support:
  • The Officer will identify partners for
    supply chain projects based on objectives, priorities, strengths and
    resources of the implementing partner and/or contractor, according to
    criteria consistent with UNHCR rules and regulations.
  • 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.
  • Ensure timely customs clearance of
    consignments, and manage storage of goods according to best practices and
    UNHCR rules and regulations.
  • The incumbent will maintain an efficient
    system for the release, distribution and redeployment of goods.
  • Coordinate transportation and distribution
    of relief items.
  • Maintain accurate and comprehensive
    records on logistical activities and provide timely reports and updates both
    periodically and on request.
  • Coordinate activities of implementing
    partners and/or contractors performing supply related activities, and
    ensure that they understand and adhere to relevant UNHCR rules and
  • Through regular physical verification of
    PPE establish their status.
  • Propose old and obsolete PPE for disposal
    and plan for arrival of replacement items.
Infrastructure Support:
  • Evaluate purchase requisitions to ensure
    that specifications, delivery dates and all other requirements are in order.
  • The incumbent will also draft and dispatch
    quotation requests and/or tenders, assist in the evaluation of offers and
    draft bid-tabulations, and prepare proposals for award of contracts to the
    Committee on Contracts.
  • Prepare Purchase Orders and send
    confirmations, requests for inspection and other correspondence;
  • Regularly monitor the
    manufacture/transport of ordered goods to ensure timely delivery.
  • Analyse matters relating to procurement
    activities, and deliver information on all procurement activities within
    area of responsibility.
  • Provide guidance and advice on UNHCR
    procurement policies and procedures to support and assist requesting
  • 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 and marking of new Property, Plant and Equipment
    (PPE), and organisation of the physical verification of PPE.
  • Ensure that PPE agreements are properly
    issued and signed.
  • Ensure proper preparation of disposal
    forms and cases for the Asset Management Board.
  • Organise the disposal of PPE, according to
    Asset Management Board decisions.
  • 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
Business Support:
  • Analyse the existing infrastructure and
    ensure that it is optimally aligned with the operational needs.
  • Implement practical projects to improve
    supply performance that has clear objectives, timescales, tasks and
    resources defined. Monitor the project implementation and report on
  • Regularly 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 global policies, standards and guidance on
    supply chain management.
  • 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.
  • Any other responsibility deemed necessary
    or as delegated by the Head of Supply Management Service in order to meet
    the level of service requires by the organisation.
Key Performance Indicators:
  • UNHCR delivers timely and quality goods
    and services to persons of concern in compliance with supply chain rules
    and procedures.
  • The local supply chain function is
    optimised and aligned with the operations’ evolving needs and management
    systems and has an infrastructure that is robust and flexible enough to
    accommodate operational requirements.
  • Supply chain activities are supported by
    effective partners Identify, assess and select vendors based on their
    capability for delivering commodities and services.
  • Maintain vendor and item master databases.
  • Allocate resources to meet demand and
    support the on-going operation in compliance with the resources allocation
  • Determine shipment methods, routes and
    delivery schedules to meet demand in the most timely and cost-effective
  • Award, approve and terminate local
    contracts in accordance with delegated authorities, as well as, relevant
    UNHCR regulations, rules and procedures.
  • Enforce compliance of supervised staff
    with relevant UNHCR supply chain regulations, rules and procedures and
    appraise their performance
 Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations
    Associate Supply Officer career opportunity should possess a University
    Degree in Business Administration, marketing, Engineering, Logistics,
    Mathematics or a related field.
  • At least four years of previous relevant
    professional job experience.
  • Fluency in English with working knowledge
    of another relevant UN language
  • The applicant should have completed UNHCR
    learning programmes or specific training relevant to functions of the
    position such as the Supply Chain Learning Programme (SCLP);
  • Other UN procurement and logistics
    training – such as IAPSO and UNPD;
  • Extensive knowledge and working experience
    of PeopleSoft/MSRP Supply Chain applications
How to Apply:
All interested Ugandan nationals who wish to join the United Nations
High Commissioner for Refugees (UNHCR) in the aforementioned capacity are
encouraged to click on the link below and follow the application instructions
after reviewing the job details.
Deadline: 23rd
February, 2017
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