Associate Supply Officer
Application deadline 6 months ago: Wednesday 26 Jul 2023 at 00:00 UTCOpen application form
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.
The office of the United Nations High Commissioner for Refugees (UNHCR) was created in 1950, during the aftermath of the Second World War, to help millions of Europeans who had fled or lost their homes. We had three years to complete our work and then disband.
Today, over 70 years later, our organization is still hard at work, protecting and assisting refugees around the world.
Since 24 February 2022, Romania has received nearly 1.288.187 refugees fleeing directly from Ukraine or coming from Moldova. While most refugees are passing through Romania as a transit country on their way to Poland, Germany, Bulgaria, or other countries, a growing number (over 85,000 at the beginning of July 2022) are remaining in Romania. There they either seek temporary protection status, with over 40,000 such statuses so far granted, or apply for work visas.
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.
Under the direct supervision of the Supply Officer, the UN Volunteer will undertake the following tasks:
Strategy: • Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable. • Ensure local liaison with UNHCR Implementing Partners to effectively support the procurement activities. • 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 and promote UNHCR's global policies, standards and guidance on supply chain management
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. • Coordinate activities of implementing partners and/or contractors performing supply related tasks, and ensure that they understand and adhere to relevant UNHCR rules and procedures. • 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. • Propose old and obsolete PPE for disposal and plan for arrival of replacement items.
Infrastructure Support: • 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. • 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.
Business Support: • Implement practical projects to improve procurement by partner processes and monitor procurement activities implementation and report on progress. • Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on procurement by partners. • 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. • Please add any other information as necessary
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 Implementing Partners (IPs), NGOs and/or governmental counterparts. • 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 developments 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, UN system, Humanitarian sector, Project management, NGOs or other relevant field.
Desirable Qualifications and Skills: • 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 ERP Supply Chain applications is an asset. • Completion of CIPS Certificate(s) in Procurement is an asset. • Knowledge of another official United Nations language is desirable. • Computer skills: Solid knowledge of Microsoft computer programmes including Acces, Excel, PowerPoint, and Word.
Romania is located in a temperate climate zone having 4 seasons (spring, summer, autumn and winter). Winters are becoming milder with average temperatures around -2 centigrade on average during the daytime. Summers are hot, occasionally reaching around 35 centigrade, especially in July and August.
Bucharest is a safe metropolitan city, however as in any other city caution and good judgement shall be exercised. It is to be noted that several of the UNV positions are based in the UNHCR Field Offices in Suceava, Iasi and Galati and that UNVs deployed to these field locations are expected to take up residence there.
Accommodation is relatively easy to find although more challenging in the last few months; short-, mid- and long-term. The city offers a wide range of hotels, Airbnb, long term rents, etc in areas not immediately neighbouring UNHCR Office. Accommodation can be fixed using the services of property agencies but online solutions are also numerous. As this is a Refugee UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.
The duration of the assignment is six (6) months.
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).
The Volunteer Living Allowance (VLA) is paid at the end of each month to cover housing, utilities, transportation, communications and other basic needs. The applicable VLA for this post is US$ 2,291.52.
Furthermore, the International UN Volunteer receives Entry Lump Sum US$ 4,000. For more information please check the UVP calculator: https://app.unv.org/calculator
UNV provides life, health, permanent disability insurances as well as assignment travel, annual leave, full integration in the UN security framework (including residential security reimbursements).
UN Volunteers are paid Daily Subsistence Allowance at the UN rate for official travels, flight tickets for periodic home visit and for the final repatriation travel (if applicable). Resettlement allowance is paid for satisfactory service at the end of the assignment.
UNV will provide, together with the offer of assignment, a copy of the Conditions of Service, including Code of conduct, to the successful candidate.