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Job Title:   Associate Supply Officer

Organisation: United Nations Volunteers (UNV)

Placement Organisation: United Nations High Commissioner for Refugees (UNHCR)

Duty Station:  Kampala, Uganda

About US:

The United Nations Volunteers (UNV) programme contributes to peace and development through volunteerism worldwide. We work with partners to integrate qualified, highly motivated and well-supported UN Volunteers into development programming and promote the value and global recognition of volunteerism. UNV is administered by the United Nations Development Programme (UNDP) and reports to the UNDP/UNFPA/UNOPS Executive Board.

Key Duties and Responsibilities: Under the direct supervision of please complete with the function of the supervisor the UN Volunteer will undertake the following tasks:

Strategy:

• Prepare plans for delivery of relief items according to operational needs.
• Apply UNHCR’s procurement strategy when planning for purchase of important commodities and services.
• Through regular physical verification of Property, Plant and Equipment (PPE) establish their status, propose old and obsolete PPE for disposal and plan for the arrival of replacement items.

Operational Support:

• Ensure implementation of fuel & fleet management as per established SOPs
• Contributing within the Multi-functional team to Identify partners, in particular for supply chain projects, and logistics partner based on objectives, priorities, strengths and resources of the 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.
• Manage storage of goods according to “best practices” and UNHCR rules and regulations.
• 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 procedures.
• Through regular physical verification of PPE and STI establish their status.
• Propose old and obsolete PPE and STI 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.
• 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;
• Monitor the manufacture/transport of ordered goods to ensure timely delivery.
• Analyze 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 sections.
• Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organization including receipt, inspection, registration and marking of new PPE, and organization of the physical verification of PPE and STI.
• 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.
• Provides asset management reports, customized reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
• Analyze 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 vehicles and generators fuel consumption in accordance with the monthly fuel allocation.

Business Support:

• Analyze 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 progress.
• Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyze 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.
• 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.
• Provide fleet management reports, customized reports, and gathers information on all fleet assets and provides in-depth reports periodically and when requested
• Accurately controlled, recorded and monitored drivers and vehicle logbooks
• Analyze vehicle movement, the average consumption and support the top up request decision
• Use the VTS to monitor the vehicles movement and advise on economical driving
• Supervise Fleet wave data entry, analyze the information and make the recommendation about the fleet replacement.
• Report and follow up the incident cases with GFM

Results/Expected Outputs:

• 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.
• The development of capacity through coaching, mentoring and formal on-the-job training, when working with national staff or (non-) governmental counterparts, including Implementing Partners (IPs);

Qualifications, Skills and Experience:

• The applicant for the United Nations Volunteers (UNV) Associate Supply Officer job must hold a Bachelor’s degree or equivalent in Business Administration, Marketing, Engineering, Logistics, Mathematics or related field.
• Nationality: Candidate must be a national of a country other than the country of assignment.
• Three years of experience in professional job experience preferable in public procurement, completion of UNHCR learning programmes or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP) is an asset.
• Other UN procurement and logistics trainings – such as IAPSO and UNPD – is an asset.
• Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications is an asset.
• Area(s) of expertise: Procurement and contracting
• Driving license
• Languages: English, Level: Fluent, Required
• Age: 27 – 80 years

Competencies and values

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented.
• Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations.
• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines.
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize all stakeholders.
• Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship.

How to Apply:

All candidates who wish to join the United Nations Volunteers UNV in this capacity should apply online at the link below.

Click Here

Deadline: 21^st December 2021

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