Supply Associate

Organizational Context

The Supply Associate operates within UNHCR, supervised by a higher-level supply position, and provides guidance on successive steps. The role involves regular contact with other UNHCR offices, UN agencies, NGOs, government partners, and commercial contractors to facilitate supply functions. The incumbent supports and monitors assigned supply activities efficiently within their geographical area.

Job Purpose

The Supply Associate is responsible for managing and supporting all aspects of the supply chain function, including planning, sourcing, procurement, transport, shipping, customs clearance, warehousing, and asset/fleet management. This role ensures the timely and quality delivery of goods and services to persons of concern by adhering to UNHCR's end-to-end supply chain processes and rules. The incumbent prepares delivery plans for relief and non-food items, updates UNHCR IT systems, and applies the organization's sourcing and procurement strategies. They also ensure timely customs clearance, maintain accurate records, and provide comprehensive reports. The role involves evaluating purchase requisitions, drafting tenders, assisting in bid evaluations, and preparing proposals for contract awards. Additionally, the Supply Associate monitors the manufacture and transport of ordered goods to ensure timely delivery and provides guidance on UNHCR procurement policies and procedures.

Responsibilities

In compliance with supply chain rules, the Supply Associate supports end-to-end processes for timely and quality delivery of goods and services. They prepare and update delivery plans for relief and non-food items in UNHCR IT systems. The incumbent applies UNHCR's sourcing and procurement strategy, ensures timely customs clearance, and maintains accurate supply activity records, providing periodic and on-demand reports. They evaluate purchase requisitions, draft quotation requests and tenders, assist in bid evaluations, and prepare proposals for contract awards. The role involves preparing Purchase Orders, monitoring goods' manufacture and transport, and providing guidance on UNHCR procurement policies. Asset management reports are generated, and data accuracy in relevant business systems is monitored. Statistical information is compiled and analyzed to identify trends for decision-making. Global policies and standards on supply chain management are disseminated. In Regional Bureaux, the role tracks operations, provides guidance, coaches individuals, tracks global Supply KPIs, and monitors periodic supply exercises like reconciliations and inventory counts. They assist country operations in MSRP management, analyze financial reports, and support needs assessment plans and regional procurement plans. Support is provided to the Regional Contracts Committee. In Country Operations, the incumbent ensures local liaison with partners, manages storage according to best practices, and coordinates supply activities of partners and contractors. Effective asset and fleet management is implemented, including monitoring, cost-saving, safeguarding investments, and managing the disposal of assets. Risk identification and management are also key responsibilities.

Work Experience

3 years of relevant experience with a High School Diploma, or 2 years of relevant experience with a Bachelor's degree or higher. Desirable experience includes other UN procurement and logistics training (e.g., IAPSO, UNPD).

Skills

IT-Computer Literacy SC-PeopleSoft Supply Chain Management SC-Supply Planning SC-Customs clearance SC-Logistics SC-Warehouse Management SC-Asset Management SC-Fleet Management

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