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Job Title:  Senior Supply Coordinator

Organisation: United Nations High Commissioner for Refugees (UNHCR)

Duty Station: Kampala, Uganda

About US:

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 Senior Supply Coordinator may work in a country operation, a Regional Bureau or a division. The incumbent typically will work under direct supervision of the UNHCR Representative or Assistant Representative or Head of Operations or Head of Service S/he will advise and assist in the overall management of UNHCR’s supply chain activities within the area of responsibility (AoR), which could be a country operation, several country operations or a region or in the division in support to the Organization¿s mandate. The incumbent has direct supervisory responsibility for a team of supply staff in the division, Bureau or country operation and may supervise other staff.

The Senior Supply Coordinator will oversee the efficient use of resources within their remit. S/he will have direct working relationship/arrangement with the Head of UNHCR offices with the AoR and will also have a responsibility to monitor, coach, and guide and intervene with Supply staff within the given AoR. The incumbent will coordinate the delivery of assistance from the warehouses, if applicable. S/he will liaise with Supply Management Service (SMS) staff whom manage the Global Stockpiles and whom 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 operations.

The incumbent will maintain regular contacts with the Representatives and Heads of Offices in the AoR, SMS staff at HQs and Supply staff in the region to consult, discuss operational issues and to seek common grounds for solutions on activities and programmes of importance to UNHCR. Regular external contacts will include liaison with key stakeholders for UNHCR in any given regional framework, which may include Heads of National and/or International organizations, Embassies, other UN Agencies and High ranking officials including Ministries in the national Government.

The decisions taken by the Senior Supply Coordinator can directly influence the design and operation of UNHCR’s supply chain management in the AoR. Proposals may have a substantive effect on UNHCR’s policy on a wide range of issues in the country programmes. Errors could lead to significant damage to UNHCR’s major objectives in terms of time, quality and resources and have a major negative impact on the safety of persons of concern. The Office’s overall credibility could also be jeopardised.

In the Regional Bureaux, the incumbent is responsible for ensuring, in an effective and efficient manner which supports the Organization¿s Mandate, overall quality assurance and managerial support of operations, in line with the Bureau¿s 2nd line function, within the three lines of defence conceptual framework for effective control and risk management adopted by the UN system.

S/he will, further, cover the full spectrum of managerial oversight, manage performance and monitor the adherence of Country Operations to UNHCR’s rules and regulations, monitoring, identifying and addressing any emerging issues and risks as appropriate. The incumbent also promotes a culture that is results-oriented, efficient and based on trust and pursues measures to ensure that inclusion, gender balance and diversity are taken into due consideration in staffing, resource allocation and representation at all levels throughout the AoR.

As a key custodian of the organization’s standards of conduct, s/he will proactively establish a working environment where all personnel feel safe, heard, equipped and empowered to speak up; demonstrate no tolerance for sexism, gender inequality, discrimination of any kind, abuse of power, harassment or sexual harassment; foster ongoing dialogue on those matters; take seriously all issues of inappropriate behaviour and actions reported, whether formally or informally; and seek guidance and support as necessary to ensure that appropriate follow-up is taken, working on the basis of zero tolerance for any form of misconduct.

Key Duties and Responsibilities:

• Assist the operations within the AoR in the overall management of UNHCR’s supply chain activities in an effective and efficient manner by providing technical advice and support to operations across the range of supply functions. For example; sourcing, procurement, fleet, assets, logistics, warehousing, customs clearance, transport, air operations, construction procurement and contracting, vendor performance, partner performance, overall supply reporting.
• Rapidly respond to changing needs in an emergency mobilizing adequate resources (financial, human and material).
• Be actively involved in the selection of partners and the design of partnership activities as stated in the PPAs across the supply functional areas. In close coordination with Programme and Project Control functions, ensure that the delegation to Partner Procurement is done in accordance to policy, observing the best interest of the organization. Support offices in determining if there is a comparative advantage over direct implementation and/or the commercial sector.
• Monitor performance of partners regarding Supply functions and support offices in resolving performance. Escalate to HQ concerns regarding transparency, ethics and handling of funds/resources.
• Coordinate fleet planning and right sizing for operations within the AoR in line with operational needs and existing policies and procedures.
• Membership in the appropriate asset management board to ensure timely disposal of obsolete vehicles and other assets.
• Coordinate and track the responses to deadlines for reporting on various supply activities such as; physical verification of inventory, physical verification of assets, timely submission of vehicle incidents and submission of claim documents, coordinate audit responses on supply recommendations with the operation and SMS.
• Conduct trainings / workshops with UNHCR staff or partners or suppliers on specific supply topics and monitor impact of such.
• Coordinate, manage and support the procurement processes to ensure timely, cost-effective and adequate delivery of goods, services and cash based interventions (CBI) to support operational needs.
• Advise offices within the AoR on supply chain structures to meet the needs of the local environment and to safeguard that the right level and number of supply staff in the operations given the volume, risk and context.
• Ensure that all major areas where UNHCR is exposed to loss of economic value such as warehouse stocks, vehicle accidents, goods in transit, etc. are covered by insurance.
• Develop and continually improve logistics and procurement planning, for instance by utilizing the DEMANTRA system and reviewing the Country Financial Report, in order to enhance transparency and efficiency. Monitor procurement forecasts versus actual requirements so as to improve any shortcomings in the process.
• Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plans. Maintain the Supply contingency plans based on operational needs and diagnostics. Prepare strategies and plans for procurement and delivery of relief items and/or CBI according to UNHCR’s short-, medium- and long-term requirements to support operations.
• Develop a supply chain strategy, structure and budget that is aligned with the UNHCR and SMS strategy is inserted in the operations plans, COP planning and reporting.
• Provide guidance on and conduct market research to expand local and regional sourcing.
• Establish a network of relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, at an appropriate level, to foster mutual cooperation and developing trust to ensure timely delivery of relief items avoiding bottlenecks.

For positions in the regional bureaux only:

• Act as the Ex-officio of the Regional Committee on Contracts. Advising the committee on the procurement rules during the meetings, reviewing and clearing cases from offices in the region to submit to RCC for approval within delegation of authority. Conduct oversight on LCC performance within in the region and provide feedback and guidance. Make recommendations to SMS if a procurement delegation should be reviewed.
• Assess the need and proposing emergency procedures such as extended procurement deadlines to facilitate the work of the teams and make Supply operations more responsive to operational needs and deadlines.
• Regularly visit country operations and their Supply teams including visits to camps and other operational sites, provide oversight and support within the operational context.
• Organize and deliver training at regional level in the different Supply functions such as procurement, logistics, asset and fleet management.
• Assist in preparations for audits and other strategic reviews of Supply including check lists and pre-audits as well as follow up on implementation of recommendations by the auditors.
• Make available Supply staff from the regional team for supporting country teams after the assessment of requirements.

For positions in country operations only:

• Act as the Ex-officio of the Local Committee on Contracts. Advising the committee on the procurement rules during the meetings, reviewing and clearing cases from offices in the country.
• Perform other related duties as required.

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Qualifications, Skills and Experience:

• The applicant for the United Nations High Commissioner for Refugees (UNHCR) Senior Supply Coordinator should have 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree
• Field(s) of Education: Supply Chain Management; Business Administration; International Commerce; Economics; or other relevant field.
• Certificates and/or Licenses: Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS
• Eight years of experience in international capacity in Supply, preferably in a UN agency.
• Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications is desired
• Language Requirements: Knowledge of English and UN working language of the duty station if not English and local language.

Functional Skills

• UN-UN/UNHCR Administrative Rules, Regulations and Procedures
• SC-Logistics
• SC-UN/UNHCR Procurement Rules and Procedures

NB: Functional Skills marked with an asterisk* are essential

How to Apply:

All suitably qualified and interested candidates should apply online at the link below

Click Here

Deadline: 15^th May 2023

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