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Associate Supply Officer-Business Analyst

2 months ago

Nairobi, Nairobi Area, Kenya United Nations High Commissioner for Refugees Full time


Job Description

Description

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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.

Duties:

  • Support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management, as applicable.
  • Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
  • Identify partners for supply chain projects based on objectives, priorities, strengths and resources of the UNHCR Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
  • Develop relevant contacts and build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.
  • Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
  • Manage the vendor related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date.
  • Oversee tender processes and manage the preparation of proposals for award of contracts to the relevant CoCs.
  • Ensure the quality standards for commodities and services are respected by vendors in relation to the needs of the location and tender/purchase specifications.
  • Prepare plans for delivery of relief and other non-food items according to the operational needs and regularly update the information in UNHCR IT systems.
  • Apply UNHCR's sourcing and procurement strategy when planning for purchase of important commodities and services.
  • Ensure timely customs clearance of consignments and establishment & maintenance of warehousing according to "best practices" and UNHCR rules and regulations.
  • Manage an efficient system for the release, and redeployment of goods.
  • Oversee and coordinate as required the release and transportation and of relief and other non-food items.
  • 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
  • Implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented.
  • Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
  • Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
  • Support effective information flow in the supply chain and adapt process and documents to the prevailing environment.

Minimum Qualifications:

  • Education & Professional Work Experience
  • Years of Experience / Degree Level
  • For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

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 organise 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.

Language Requirements:

  • For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
  • For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
  • For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

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