Senior Supply Assistant

Organizational Context

The Senior Supply Assistant supports UNHCR's supply chain operations within their area of responsibility. They work under the supervision of a higher-level supply position, handling routine tasks independently and complex issues with guidance. The role involves collaboration with internal and external stakeholders to ensure efficient resource management.

Job Purpose

The Senior Supply Assistant is responsible for providing comprehensive supply support across all facets of the supply chain, including planning, sourcing, procurement, transportation, customs clearance, warehousing, and asset/fleet management. This role is crucial for ensuring the timely and quality delivery of goods and services to persons of concern, in compliance with UNHCR's end-to-end supply chain processes and rules. The incumbent will apply UNHCR's sourcing and procurement strategies, manage customs clearance, support warehouse operations, and maintain accurate records and data within relevant business systems. They will also contribute to decision-making by compiling statistical information and preparing reports for management, ensuring efficient utilization of material resources within the geographical area covered.

Responsibilities

In compliance with supply chain rules and procedures, the Senior Supply Assistant supports UNHCR's end-to-end processes for timely and quality delivery of goods and services. They apply UNHCR's sourcing and procurement strategy for important commodities and services, initiate customs clearance for consignments, and draft exemption requests. The role involves supporting warehouse management, planning deliveries, and providing status updates on requests and item availability. Accurate record-keeping of supply activities and periodic reporting are essential. The incumbent examines purchase requests for conformity, prepares quotation requests and tenders, produces bid-tabulations, and prepares Purchase Orders for approval. They dispatch approved Purchase Orders and follow up on deliveries. Information on all procurement activities within the Area of Responsibility (AoR) is provided. The role includes producing standard asset management reports and other asset information, and maintaining accurate data in business systems. Statistical information on supply chain matters is compiled to aid decision-making. In Regional Bureaux, they track global Supply KPIs and assist with regional ones. They monitor periodic supply exercises like monthly reconciliations and year-end closures, providing reports to senior managers. In Country Operations, they ensure local liaison for supply activities, assist in managing goods storage according to best practices and regulations, and help manage Property, Plant and Equipment (PPE) effectively, including registration, verification, and disposal. They also support risk management and seize opportunities impacting objectives, raising concerns to supervisors.

Work Experience

2 years of relevant experience with a High School Diploma, or 1 year of relevant experience with a Bachelor's degree or higher.

Skills

Computer Literacy PeopleSoft Supply Chain Management Supply Planning Customs Clearance Logistics Warehouse Management Asset Management Fleet Management

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