Associate Supply Officer

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

Since December 2013, the internal conflict that arose in South Sudan has devastated the lives of millions of South Sudanese and displaced more than 4 million people. About 1.9 million of them have been displaced internally and over 2 Million are refugees in neighboring countries. In response to the needs of the displaced, UNHCR initiated its protection and assistance programme, within the UN system-wide cluster approach primarily in the areas of Protection, Shelter/NFI and Camp Coordination and Camp Management, with further search for possible solutions for those displaced returning to their homes and/or their ancestral lands or relocations.

The associate supply officer Contributes within the Multifunctional team to Identify partners, in particular for supply chain projects, based on objectives, priorities, strengths and resources of the partner and/or contractor, according to criteria consistent with UNHCR rules and regulations. 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.

Under the direct supervision of the Senior Supply Officer, the UN Volunteer will undertake the following tasks:

1. 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.  Through regular physical verification of Property, Plant and Equipment (PPE) establish their status, propose old and obsolete PPE for disposal and plan for the arrival of replacement items.

2. Operational Support:  Contributing within the Multifunctional team to Identify partners, in particular for supply chain projects, based on objectives, priorities, strengths and resources of the partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.  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.  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.

3. 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 and marking of new 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.  Organise 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.

4. Business Support:  Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.  Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project implementation and report on progress.  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.  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.

Furthermore, UN Volunteers are required to:  Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);  Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;  Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;  Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;  Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;  Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Perform any other duties in the Supply unit as may be assigned and agreed upon.

Results/Expected Outputs:  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 optimised and aligned with the operations' evolving needs and management systems and has an infrastructure that is robust and flexible enough to accommodate operational requirements.  Supply chain activities are supported by effective partners.  The development of capacity through coaching, mentoring and formal on-the-job training, when working with national staff or (non-) governmental counterparts, including Implementing Partners (IPs);  Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment;  A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

 Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented.  Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations.  Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new develop ments in area of expertise; ability to adapt to changes in work environment.  Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.  Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;  Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups;  Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary;  Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

public procurement. Specialization in logistics and warehouse management will be an added advantage.  Completion of UNHCR learning programmes or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP) is an asset.  Other UN procurement and logistics trainings – such as IAPSO and UNPD – is an asset.  Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications is an asset.  Experience or ability to monitor stocks, track shipments, make projections and computer based analytics, and do presentations will be an advantage.  Solid knowledge of Microsoft computer programmes including Acces, Excel, PowerPoint, and Word.

In addition, this UNV assignment is subject to proof of vaccination against Covid-19 with WHO approved vaccine, unless the UNHCR Medical Service approves an exemption from this requirement on medical grounds.

The political context of South Sudan remains unpredictable following the 15 December 2013, armed violence that erupted in the capital city of Juba and has quickly spread through the country, affecting four of the country’s ten states, namely Jonglei, Upper Nile, Unity and Cen-tral Equatorial States. Since December 2013, the conflict has devastated the lives of millions of South Sudanese and displaced more than 2 million people. About 1.5 million of them have been displaced internally in South Sudan and over 500,000 are refugees in neighboring coun-tries.

South Sudan is a difficult duty station, which is classified as a non-family duty station as there is basic infrastructure in the capital city Juba and the country. The highly recommended vaccination in South Sudan is Yellow Fever. Please note that with-out evidence of yellow fever vaccination, access to South Sudan is restricted. Similarly, vac-cination for Hepatitis A & B are also necessary.

South Sudan is Security Level III. There is a UN imposed curfew from 7:00pm to 6:00am due to security and crime issues. However, Juba is under Security Level IV. The widely used currency for business transaction is the South Sudan Pounds (SSP). Banking Services are widely available in Juba. However, the use of bank credit and debit cards is limited. There are two mobile telephone companies including ZAIN & MTN providing services and sim cards can be easily bought with cash after registration by the Service provider. There are no fixed telephone lines in South Sudan/Juba.

South Sudan electricity on the national grid is almost non-existent as it’s switched on once in a while. Juba is powered by individual household generators. Water tanks are the source of running water to households. here are restaurants in Juba serving food from different regions of the world. Markets and shops are fairly well-stocked with food items, clothes and other household goods. There are also local markets for vegetables and other farm produce. The cost of living is generally high as almost all of the goods are imported. In Juba all international staff reside at UNHCR provided accommodation. Mental robustness thus needed in light of the highly stressful environment with tight deadlines.

There are limited medical facilities in Juba, therefore, staff assigned must be in good health. Candidates with conditions that would require regular treatment or medical supervision should be appropriately advised. Sick Staff are referred to Juba where UN personnel are provided medical services in the UN Agency clinic. Please complete with the required information as per country Living Conditions. A volunteer receives a Volunteer Living Allowance (VLA) which is composed of the Monthly Living Allowance (MLA) and a Family Allowance (FA) for those with dependents (maximum three).

A Volunteer Living Allowance (VLA) is paid at the end of each month to cover housing, utili-ties, transportation, communications and other basic needs. The VLA can be computed by ap-plying the Post-Adjustment Multiplier (PAM) to the VLA base rate of US$ 1,587.