Internal Vacancy Announcement: Senior Supply Associate (WASH), GS7 Juba South Sudan (For South Sudanese Only)

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

or every child, we demonstrate integrity...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

BACKGROUND

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

PURPOSE

The Senior Supply Associate performs highly skilled work on UNICEF supply chains, and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This senior GS level post is for specialized supply chain work and requires advanced knowledge acquired through formal training and experience.

The function is characterized as highly independent and provides opportunities for Associates to lead and carry out responsibility for end to end supply chain management from the beginning to the end of the process and provide input into the design and development of improved supply chain services and delivery mechanisms.

UNICEF manages the water, sanitation, and hygiene (WASH) supply core pipeline system, prepositioning and providing emergency WASH supplies to partners through a network of warehouses. The Senior Supply Associate will be the primary focal point for UNICEF with partners, managing supplies for the WASH Section to rapidly deliver supplies to UNICEF implementing partners and WASH Cluster requesting agencies. The incumbent will provide support to the UNICEF WASH section in fast tracking the procurement of WASH supplies, establishment of tracking systems for supply procurement and capacity development.

MAIN DUTIES AND RESPONSIBILITIES

Supply Chain Service Delivery and Response

Planning:

• In consultation with the WASH Specialist, provide input to the Country Programme Action Planning and advise on Supply requirements for the Plan of Operations and Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, and assessment of fit for purpose and end-user verification/monitoring of products and services.
• Support supply emergency preparedness and response activities including establishment of Long-Term Arrangements (LTAs), Procurement and Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of stock.
• Prepare the WASH dry season pre-position planning in coordination with the WASH Specialist based on previous annual requests and through analysis of UNICEF program supply and WASH core pipeline pre-position supply availability.

Procurement/contracting:

• Provide input to and advice on the annual supply plan. Conduct data review and analysis for category management and development of procurement strategies.
• Coordinate with WASH programme team in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Identify opportunities to strengthen sustainability of supply chains.
• Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. In consultation with the WASH Specialist, review and provide inputs on Terms of References for service contracting and specifications for goods. Maintain highest level of integrity, ethical standards and accountability in the procurement of goods, contracting of services and construction work.
• Prepare documents for submissions to Contract Review Committee.
• Monitor expiry of contracts and long-term agreements and take timely action for renewal and/or closure. In consultation with the WASH Specialist, process payment invoices for suppliers, consultants, and other contracts.
• Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

Warehousing and inventory management:

• Liaise with UNICEF WASH field office colleagues and warehouse management WASH partners to prepare analysis of stock levels and needs.
• Coordinate Supply Section support visits with partners for monitoring and capacity building activities.
• Supervise dispatch of supplies, create release orders for pre-positioning, and track expiring stocks.
• Prepare stock reports and update WASH Cluster online stock report. Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee.
• Support Warehouse and Inventory assessments and capacity building of partners and counterparts.

Alternative delivery mechanisms and procurement services:

• Create sales orders according to grant conditions, allocating supplies to programme and pre-positioning. Follow up with Supply colleagues for issuing of Purchase Orders and tracking of receipt and delivery of supplies.
• In collaboration with Supply colleagues and WASH Programme team members, identify opportunities for capacity building of government counterparts and improving the supply chain process to make it more effective.

Partnership, coordination and collaboration:

• Support national emergency logistics coordination structures and ensure alignment of UNICEF supply contribution and technical assistance with processes, systems and principles established under the same.
• Respond to approved supply requests from the WASH Cluster within 24 hours of receipt, to raise release orders, and notify partners of retrieval of items.

Other duties/responsibilities:

• Keeps the WASH Specialist abreast of potential problem areas, prepares reports on supply matters as required.
• Track distribution reports submitted by WASH Cluster partners and follow up on pending and delayed reports.
• Monitor the quality assurance process for all pipeline supplies which includes the quality test of samples received, visual control and quality inspection of supplies procured and delivered to UNICEF
• Analyze distribution reports by UNICEF staff and WASH Cluster partners to analyze beneficiary reporting for supplies distributed.
• Maintain tracking tools for requests and releases of supplies to partners.
• Provide administrative support for the UNICEF Core Pipeline system, including with the support of the Logistic/Procurement team, ensure a proper filing and administrative system for all Pipeline projects documents.
• Establish and maintain filing for Pipeline distribution monitoring reports and assist in the organization and maintenance of the tracking database to ensure the database is up to date.
• Coordinate collection and recording process for all reports including monthly external reports, distribution data collections and other administration forms, handed over by field-based enumerators, implementing partners and/or UNICEF field staff.
• In collaboration with the logistic programme, prepare and submit the following reports on weekly basis the pipeline request tracking sheet.

MINIMUM QUALIFICATIONS & COMPETENCIES

Education

Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.

Work Experience

A minimum of 7 years of progressively responsible experience in supply chain management or a commercial context is required. Understanding of development and humanitarian work is an advantage.

Language Proficiency

Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

Skills

• In-depth knowledge of the concepts, methodologies relevant to the area of work including the relevant supply chain policies, partnership mechanisms, rules and regulations, as well as general knowledge of other related fields.
• High level of proficiency or skill is required in the interpretation and application of specialized rules and regulations to particular circumstances of complex individual cases.
• Experience using MS Word, Excel, PowerPoint and other UNICEF office tools.

• Demonstrated understanding of the relevant supply chain processes and ability to consistently apply relevant policies, procedures and good practices in the daily work. Good judgement in order to handle complex cases including considerations for exceptions.

• Ability to develop and maintain effective working relationships with partners, suppliers, contractors and colleagues and gain the assistance and cooperation of others in a team endeavor.

• Ability to use supply related modules within UNICEF ERP system.
• Ability to establish priorities and plan his/her own work and plan, coordinate and monitor the work of those under his/her supervision.
• Ability to draft clear and concise reports or rationale for supply related decisions on key issues.

5. Competency Profile

i) Core Values

• Care
• Respect
• Integrity
• Trust
• Accountability

ii) Core Competencies (For Staff without Supervisory Responsibilities)

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

UNICEF is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

To view our competency framework, please visit here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.