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.

The Office of the UNHCR was established on 14 December 1950 by the UN General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country (www.unhcr.org).

Strategy: • Prepare plans for delivery of relief items according to operational needs. • Apply UNHCR's procurement strategy when planning for purchase of important com-modities 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 re-placement items.

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 bot-tlenecks, 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 ac-cording 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 time-ly reports and updates both periodically and on request. • Coordinate activities of implementing partners and/or contractors performing supply re-lated 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.

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 Commit-tee 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 pro-curement activities within area of responsibility. Provide guidance and advice on UN-HCR 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 veri-fication 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 pro-cess.

Business Support: • Analyse the existing infrastructure and ensure that it is optimally aligned with the oper-ational 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 sys-tems. 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.

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality • 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, 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

• 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, • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance

A minimum 3 years of relevant professional job experience preferable in public procurement.

Computer literate; proficiency in MS Office applications (Word, Excel, Power Point, Access, etc) and Internet browsing.

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 PeopleSoft/MSRP Supply Chain applications is an asset.

Djibouti, on the Horn of Africa, is a mostly French- and Arabic-speaking country of dry shrublands, volcanic formations and Gulf of Aden beaches.

Djibouti is a multi-ethnic nation with a population of over 921,804 inhabitants (the smallest in mainland Africa). French and Arabic are the country's two official languages. About 94% of residents adhere to Islam which is the official religion and has been predominant in the region for more than a thousand years.

Djibouti is strategically located near some of the world's busiest shipping lanes, controlling access to the Red Sea and Indian Ocean. It serves as a key refuelling and transshipment center, and is the principal maritime port for imports from and exports to neighbouring Ethiopia. A burgeoning commercial hub, the nation is the site of various foreign military bases, including Camp Lemonnier. The Intergovernmental Authority on Development (IGAD) regional body also has its headquarters in Djibouti City.

There is moderate risk from crime in Djibouti. Most reported incidents are crimes of opportunity (e.g. pickpocketing, petty theft) for immediate gain. Panhandlers and street children target foreigners for petty theft by creating distractions. Unreported crimes also commonly occur within the local community. Exercised caution in congested areas such as the central market, city center, and downtown neighbourhoods (known locally as quartiers), especially after dark. Avoid isolated areas, particularly along the urban coastline. Djibouti is in Seismic Zone 4, indicating a very high likelihood of damage resulting from earthquakes. Although hot conditions prevail year-round, brief periods of moderate to heavy rains can cause severe flooding of roads and homes due to poor infrastructure. High tides exacerbate flooding. In recent years, flooding has led to several fatalities across Djibouti, especially when unpredicted rain leads to flash flooding in the country. Life is generally expensive including food and accommodation. The climate in Djibouti country is hot and dry all year round, especially during summers. The average temperature varies from 23º to 29º in January and from 31º to 41º in July.