Supply Associate

Organizational Context

The Supply Associate works under the supervision of a higher-level supply position, receiving guidance on supply chain activities. The role involves supporting and monitoring supply operations within a designated geographical area, ensuring efficient resource utilization. The incumbent may supervise staff and maintains contact with various internal and external stakeholders to facilitate supply functions.

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. The 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. This involves preparing delivery plans, applying procurement strategies, maintaining accurate records, and providing reports. The incumbent also provides guidance on UNHCR procurement policies and procedures, manages asset and fleet operations, and monitors supply chain data to identify trends and support decision-making. The position plays a crucial role in ensuring operational efficiency and compliance within the supply chain framework.

Responsibilities

In compliance with supply chain rules and procedures, the Supply Associate supports UNHCR's end-to-end processes for timely and quality delivery of goods and services. This includes preparing and updating delivery plans for relief and non-food items in UNHCR IT systems. The incumbent applies UNHCR's sourcing and procurement strategy, ensuring timely customs clearance of consignments. Accurate records of supply activities are maintained, with periodic and on-request reports provided. Purchase requisitions are evaluated for completeness, and quotation requests/tenders are drafted, assisting in offer evaluation and contract proposals. Purchase orders are prepared, and correspondence is managed to monitor goods delivery. Guidance on UNHCR procurement policies is provided to requesting operations. Asset management reports are generated, and data on all assets is compiled. The quality and accuracy of supply chain data in business systems are monitored, with statistical information compiled and analyzed. UNHCR's global supply chain policies, standards, and guidance are disseminated. In regional roles, the progress of specific operations is tracked, and guidance is provided. Global and regional Supply KPIs are monitored, and periodic supply exercises like reconciliations and inventory counts are overseen. Country operations are assisted in MSRP management and financial report analysis. Needs assessment plans are supported, combined into regional procurement plans, and monitored. The Regional Contracts Committee is supported through document compilation and minute-taking. In country operations, local liaison with partners is managed, and storage of goods is overseen according to best practices. Supply activities of partners and contractors are coordinated, ensuring adherence to UNHCR rules. Effective asset and fleet management is implemented, including monitoring, cost-saving, and safeguarding investments, from receipt to disposal.

Work Experience

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

Skills

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

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