Job Opening: Senior Supply Assistant G5 – TA (JR2448008)

UNHCR Country Office in Cyprus

Deadline to Apply: Extended to 7 October 2024

Standard Job Description

Organizational Setting and Work Relationships
The Senior Supply Assistant provides supply support to all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility (AoR).

The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support the management of material resources within the geographical area covered while exercising efficiency in the use of those resources.

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
– In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
– Apply UNHCR’s sourcing & procurement strategy when planning for purchase of important commodities and services.
– Initiate custom clearance of consignments, draft exemption requests, and liaise with local agents.
– Support warehouse management, and assist with planning of goods & services deliveries, and provide information on the status of requests and the availability of items in the supply chain.
– Maintain accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request.
– Examine purchase requests to ensure conformity and liaise with requesters.
– Prepare quotation requests and tenders, produce bid-tabulations from tenders and prepare Purchase Orders for approval.
– Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
– Provide information on all procurement activities within the AoR.
– Produce standard asset management reports and other asset information, periodically and when requested.
– Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.

In the Country Operations:
– Ensure local liaison to effectively support the supply activities.
– Assist in the management of the storage of goods according to “best practices” and UNHCR rules and regulations;
– Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation, including registration and marking of new PPE, physical verification of PPE, preparation of agreements and disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE.
– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience:
Years of Experience / Degree Level
For G5: 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Functional Skills
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset Management
SC-Fleet Management
(Functional Skills marked with an asterisk* are essential)

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

UNHCR Cyprus is a small, advocacy-driven operation composed of three units: Protection, Public Information, and Operations. The Senior Supply Assistant will join the Operations unit, which includes an Assistant Programme Officer, an Administration Associate, and a Finance Assistant. The incumbent shall be reporting to the Administrative Associate. The role involves supporting the office with various procurement activities, adhering to established procurement procedures, and contributing to emergency preparedness. Key responsibilities include maintaining updated procurement plans, coordinating with requesting units to ensure timely procurement actions (such as Requests for Quotations, Invitations to Bid, and Requests for Proposals), and liaising with vendors. The Senior Supply Assistant will also assist in evaluating offers and administering contracts, utilizing UNHCR’s Corporate ERP system to ensure efficient contract management.

– Experience in procurement and supply chain management: Proven track record in handling procurement processes, contract administration, and vendor management, preferably within an international or humanitarian organization.
– Familiarity with UN/NGO procurement rules and ERP systems: Knowledge of UNHCR procurement policies and experience using ERP systems for contract management and financial tracking.
– Strong organizational and multitasking abilities: Capacity to manage multiple procurement actions simultaneously while ensuring compliance with established deadlines and guidelines.
– Excellent communication and interpersonal skills: Ability to liaise effectively with internal units, external vendors, and partners, ensuring clarity and fostering strong working relationships.
– Detail-oriented and proactive problem solver: Ability to ensure accuracy in procurement documentation, anticipate potential issues, and propose solutions that align with organizational objectives.

For full details and requirements of this vacancy and in order to apply, please CLICK HERE.

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