Vacancy Notice No: DSM/VN/2020/003
Position Title: Associate Supply Officer
Position No: 10007995

The United Nations High Commissioner for Refugees (UNHCR) Representation Office, Dar es Salaam invites qualified internal/external candidates to apply for the following position:

Operational Context / Duties and Responsibilities

The Associate Supply Officer supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management within the Area of Responsibility (AoR).

The incumbent is normally supervised by the Senior Supply Officer function who defines the objectives and provides general guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent normally supervises some supply staff. S/he maintains regular contacts on working level with other UN agencies, UNHCR Partners, NGOs, government partners and commercial contractors in the area of operation.

The incumbent maintains regular contact on a regular basis to support all field locations on a working level on routine issues with other UNHCR offices, UN agencies, UNHCR partners, government partners and commercial contractors in the area to facilitate the operation. The duty of the incumbent is to support monitor the procurement activities, management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources.

S/he will support effective supply chain that enables the office to meet the needs of persons of concerns as well as timely delivery of quality goods and services to persons of concern. Further, the incumbent will assist in the maintenance of a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses, along with effective partners to support supply activities.

The Associate Supply Officer maintains impartial, ethical and customer-oriented relations with suppliers and partner organizations; exchanges information with counterparts in other UN agencies, and International Organizations within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement actions if, as and whenever necessary.

The incumbent will support the coordination of the delivery of assistance from the regional warehouse, if applicable. S/he will liaise with SMS staff who manage the Global Stockpiles and who manage the Global Asset and Fleet Management, if and as required and if applicable.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

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 optimized and aligned with the operations’ evolving needs and management systems and has an infrastructure that is robust and flexible enough to accommodate operational requirements.
• Contribute to planning and development of an effective procurement strategy for the country operational 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.
• Responsible for supporting in the development of a strategic plan for the provision of goods and services required by an operation.
• Develop inter-agency co-operation with other UN agencies, operational partners and NGOs to ensure that procurement support activities are coordinated and integrated to the best effect.
• Oversee the identification, training and evaluation of Implementing Partners and/or suppliers to ascertain their suitability and quality of services.
• Ensure that standards and quality of services are maintained by developing and maintaining specific internal control and self-evaluation criteria/procedures within the operation.
• Coordinate and/or deliver training of staff based on material developed by Global learning centre and DESS/SMS
• Responsible for the evaluation of purchase requisitions and orders to ensure that specifications, budgetary data and all other requirements are correct.
• Prepare the consolidation of local procurement and contracting requirements, ensuring that UN financial rules and procedures, standards and services are applied.
• Oversee draft and dispatch quotation requests and/or tenders. Making professional decisions in a fast-paced environment
• Negotiate the best deal for pricing and supply contracts ensure that the products and supplies are high quality.
• Supervise the evaluation of offers, bid tabulations and selection of suitable suppliers
• Prepare the proposals for the award of contract to the Contracts Committee.
• Making recommendations on new vendor registration requests and overseeing issues arising from vendor non-performance and/or also unethical behavior for reference to the IGO or the senior supply officer.
• Monitor procurement activities by the Partner to achieve value for money and ensure compliance
• Risk management forecasting and evaluation of financial risks together with the identification of procedures to avoid or minimize their impact.
• Working with team members and cross functional to complete duties as needed
• Perform other related duties as required.

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.
• Assist in the coordination with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).
• Support the establishment and maintenance of an efficient and skilled workforce that is capable of supporting on-going operations.
• Assist in the coordination with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).
• Support the establishment and maintenance of an efficient and skilled workforce that is capable of supporting on-going operations.

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)

• 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 resource’s allocation framework.
• 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 location’s supply chain workforce within standards established by UNHCR.
• Appraise the performance of supervised staff
• Perform other related duties as required.

Minimum Qualifications

• Education & Professional Work Experience Years of Experience / Degree Level
• 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree: or 1 year relevant experience with Doctorate degree

Field (s) of Education

Supply Chain Management, Business Administration, International Commerce, Engineering, or other relevant field

Certificates and/or Licenses

• Certificate from Chartered Institute of Purchasing & Supplies, e.g. CRIPS, CMIPS, MCIPS
• Relevant Job Experience Essential:

Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organize work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service-oriented manner.

Desirable:

Database management skills and experience and working knowledge of ERP systems, ideally of UNHCR’s MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Aviation services knowledge for movements of goods/passengers. Proven ability to manage a team.

Functional Skills

• IT-Computer Literacy
• IT-PeopleSoft Supply Chain Management SC-Supply Planning SC-Customs clearance SC-Logistics
• SC-Warehouse Management SC-Asset Management SC-Fleet Management
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures SC-UNHCR Procurement Rules and Procedures

Language Requirements

• Knowledge of English and UN working language of the duty station if not English and local language

Competency Requirements

Core Competencies:

• Accountability Communication Organizational A wareness Teamwork & Collaboration Commitment to Continuous Learning Client & Result Orientation

Managerial Competencies:

• Empowering and Building Trust Managing Performance Judgement and Decision Making
• Cross-Functional Competencies:

Analytical Thinking Planning and Organizing Stakeholder Management

Interested candidates should express their interest by completing the attached Personal History Form and the Supplementary form if needed in full. Please quote the Vacancy Notice Number and Position title.

Due to the volume of applications only short-listed candidates will be contacted. Qualified female and candidates with disabilities are encouraged to apply.

The Expression of Interest for the position should be sent by email to:

Senior Human Resources Officer UNHCR Representation Office Dar es Salaam Email: [email protected]

Closing Date: 19 May 2020