Assistant Supply Officer

Assistant Supply Officer (On Replacement Capacity) 

Organizational Context (role of the position within the team, describing its leadership role, it’s external/internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where applicable, exercise by the incumbent)

Job Purpose

• The Assistant Supply Officer manages and supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management in the operation.
• The incumbent is normally supervised by the (Senior) Supply Officer who provides regular coaching and guidance. S/he will also refer to UNHCR manuals and relevant policy papers.
• The incumbent is required to have basic conceptual knowledge of the profession, by dynamic and able to take on higher responsibility progressively. The incumbent does not normally have direct supervisory role over other staff.
• The incumbent maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate the operation.
• The incumbent directly supervises general service staff in the office, and reports to the (Associate) Supply Officer.
• The duty of the incumbent is to support and monitor the management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources.
• Contacts are predominantly with other UN agencies, Implementing partners and Government Departments on relevant subject matters at the working level.

Accountability (key results that will be achieved)

• 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 activities are supported by effective partners.

Responsibility (process and functions undertaken to achieve results)

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.

Operational Support

• 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.
• Ensure timely customs clearance of consignments and 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 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.
• 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.
• 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 sections.
• 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 & 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. Organize 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 process.

Business Support

• 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.
• 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’s global policies, standards and guidance on supply chain management.
• 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.

Authority (decisions made in executing responsibilities and to achieve results)

• 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 framework.
• Determine shipment methods, routes and delivery schedules to meet demand in the most timely and cost-effective manner.

Essential Minimum Qualifications

• University Degree in Business Administration, Engineering, Logistics, Mathematics or related field.
• Minimum 2 years of relevant professional experience.
• Knowledge of computer applications from MS Office (Word, Excel, PowerPoint)
• Fluency in English with working knowledge of another relevant UN language.

Desirable Qualifications & Competencies

• Completion of UNHCR Supply Chain Learning Programme and other UN supply related training.
• Knowledge and experience of PeopleSoft/MSRP Supply Applications.
• Completion of Fritz Institute Certificate in Humanitarian Logistics (CHL).

Competencies:-

Values

• Integrity
• Professionalism
• Respect for Diversity

Core Competencies

• Accountability
• Team Work & Collaboration
• Communication
• Commitment to Continuous Learning
• Client & Results Orientation
• Organizational Awareness

Important: Staff members who wish to be considered for this position should send their application letter to: The Human Resources Section, Nairobi and attach Personal History Form (P.11). Please quote Reference IVN/EVN/KEN/NBI/16/001. Late applications will not be considered.

Please remember to submit photocopy/scanned copies of all supporting documents. Documents submitted shall not be returned to the applicants. Due to the volume of applications only short listed candidates will be invited for interview.

External Candidates

Candidates should also complete a Personal History form (P.11) available on the following link here and attach it to their application for the position.

Applications should be sent to postal address, P.O. Box 43801, 00100

or hand delivered to UNHCR Branch Office for Kenya, Lynwood House, Waiyaki Way (opposite Lions Place). Please quote Reference: IVN/EVN/KEN/NBI/16/001

Candidates should also submit copies of academic Certificates from the relevant institutions.

Categories: PROCUREMENT