Job Title Snr Supply Officer
Job ID 16274
Location Dar Es Salaam, Tanzania-U.R.Of
Salary Grade P4
Hardship Level B
Family Location Type Family
The post of Senior Supply Officer takes on the role of leading, coordinating and supervising all supply activities within a country or operation. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate the operation. The incumbent directly supervises professional and general service staff in the operation, and reports to the Representative or the Deputy Representative (Operations) at the same level as the Programme and Administration functions. The incumbent will also have direct working relationship/arrangement with the Head of UNHCR offices that fall within the domain of the office and will also have a responsibility to monitor, coach, guide and intervene with the staff within the given area of responsibility.
- UNHCR has an effective local supply chain that enables the country operation to meet the needs of persons of concern.
- UNHCR delivers timely and quality goods and services to its country operations and persons of concern.
- The country has a local infrastructure that is robust and flexible enough to accommodate the needs of its operation, and timely response to emergency.
- The operation has effective partners to support supply activities.
- The local supply chain is optimised and aligned with the operation’s evolving needs and management system.
- Develop a supply chain strategy, structure and budget that is aligned with the global strategy and inserted in the operations plans.
- Prepare plans for delivery of relief items according to UNHCR’s short and medium term requirements.
- Plan and develop an effective procurement strategy for the geographical area of responsibility taking into account the procurement of important commodities and services in advance. Use procurement planning tools to their best effect to produce realistic procurement plans. Implement the plan then periodically review it to ensure maximum effectiveness and efficiency.
- Draw up plans for the disposal and replacement of old and obsolete assets.
- Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plan.
- Determine the criteria and profile for the country operation’s supply workforce.
- Evaluate the feasibility of, and select 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 procedures.
- Assess the environment and situation in which a supply operation will take place. Implement supply operations in the field in the best manner possible through elimination of obstacles.
- Coordinate the work of the supply units so as to achieve operational objectives in a timely and cost-effective manner. Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR. Implement management tools and resolve difficulties by finding solutions to problems and bottlenecks through development of innovative solutions to problems that meets the needs of refugees and other persons of concern.
- Coordinate, manage and support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation. Apply distribution control techniques to optimise stock levels.
- Manage the performance and 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.
- Maintain an up-to-date overview of UNHCR’s country level supply chain capacity and preparedness, as well as, that of its partners to ensure that adequate capacity exist also to cover emergencies.
- Sustain the supply chain’s capacity throughout an emergency and ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.
- Develop 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.
- Coordinate, manage and support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- Research the market, identify, assess and select vendors based on their capability for timely delivery of the right quality commodities and services. Maintain vendor and item master databases.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organisation.
- Analyse the quality of commodities and services delivered in relation to the needs of the operation and established quality standards. Establish a quality assurance processes which includes specific internal controls and self-evaluation criteria and procedures.
- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs. Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.
- Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project execution against the plans and take action when actual implementation deviates from plans.
- 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.
- Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.
- Any other responsibility deemed necessary or as delegated by the Supervisor in order to meet the level of service required by the organisation.
- Allocate resources in compliance with the resources allocation framework and determine the country operation’s supply chain structure (including the location of warehouses, Supply officers, trans-shipment points and other infrastructure).
- Determine shipment methods, routes and delivery schedules to meet demand in the most timely and cost-effective manner.
- Award, approve and terminate local contracts and frame-agreements in accordance with delegated authorities, as well as, relevant UNHCR regulations, rules and procedures.
- Enforce local compliance with relevant UNHCR regulations, rules and procedures related to supply chain.
- Approve the criteria and profile for the country operation’s supply chain workforce within standards established by UNHCR.
- Appraise the performance of supervised staff.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Graduate degree (equivalent of a Master’s) in Economics, Business Administration, Logistics or related fields plus minimum 8 years of previous work experience relevant to the function. Undergraduate degree (equivalent of a BA/BS) plus 9 years or Doctorate degree (equivalent of a PhD) plus 7 years of previous relevant work experience may also be accepted.
- Excellent knowledge of English and UN working language of the duty station if not English.
- Completion of 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.
- Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications.
- Knowledge of additional UN languages.
This is a Standard Job Description for all UNHCR Senior Supply Officer positions. 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.
C001L3 – Accountability Level 3
C002L3 – Teamwork & Collaboration Level 3
C003L3 – Communication Level 3
C004L3 – Commitment to Continuous Learning Level 3
C005L3 – Client & Result Orientation Level 3
C006L3 – Organizational Awareness Level 3
M001L3 – Empowering and Building Trust Level 3
M006L3 – Managing Resources Level 3
M002L3 – Managing Performance Level 3
M003L3 – Judgement and Decision Making Level 3
M004L3 – Strategic Planning and Vision Level 3
M005L3 – Leadership Level 3
X001L3 – Analytical Thinking Level 3
X005L3 – Planning and Organizing Level 3
Please note that the closing date for vacancies in the Addendum 3 is Thursday 24 January 2019 (midnight Geneva time)