Supply Assistant, Yerevan, Armenia At Office of the United Nations High Commissioner for Refugees (UNHCR)


Closing date: Friday, 6 October 2023

Grade: GS4

Staff Member / Affiliate Type: General Service

Reason: Temporary > Temporary Assignment/ Appointment

Hardship Level: A (least hardship)

Family Type: Family <p></p><p></p>

Residential location (if applicable)Remote work accepted: No

Target Start Date: 2023-11-01

Target End Date: 2024-04-30

Job Posting End Date: October 6, 2023

Standard Job Description: Supply Assistant

Organizational Setting and Work Relationships

The Supply Assistant provides 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.
  •  Support warehouse management, assist the process of the custom clearance of consignments, assist in drafting exemption requests, assist with goods & services deliveries and assist in providing information on the status of requests and the availability of items in the supply chain.
  •  Assist in maintaining accurate and comprehensive records on supply activities and assist in providing reports and updates periodically, and on request.
  •  Assist in the preparation of purchase requests.
  •  Assist in preparing quotation requests and tenders, assist in producing bid-tabulations from tenders, and assist preparing purchase orders for approval as per instructions of senior Supply staff or other line managers.
  •  Assist in dispatch approved Purchase Orders, and assist in follow-up with the delivery of ordered commodities and services.
  •  Assist in producing standard asset management reports and other asset information, periodically and when requested.
  •  Assist in identify and assess vendors based on their capability for delivering commodities and services. Assist in maintaining vendor and item master databases.
  •  Assist in maintaining accurate data in all relevant business systems. Assist in compiling statistical information on supply chain related matters that will assist in decision making.

In the Regional Bureaux:

  •  Assist in tracking global Supply KPIs for the region and assist in preparation of regional ones, as required.
  •  Assist in monitoring all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and assist in providing relevant reports to senior managers.
  •  Assist Country Operations in MSRP management.

In the Country Operations:

  •  Assist in ensuring 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.

– Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G4 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education

Not applicable

Certificates and/or Licenses

Not specified

Relevant Job Experience

Essential

Not specified

Desirable

Not specified

Functional Skills

IT-Computer Literacy

SC-Customs clearance

SC-Logistics

SC-Supply Planning

SC-Warehouse Management

SC-Asset Management

SC-Fleet Management

(Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

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: The ideal candidate has at least one year of relevant logistics and/or warehouse management experience, preferably in the public sector, UN/UNHCR or at an international NGO. Additional experience in public procurement and/or logistics administration is considered as an asset. Knowledge of logistics and/or warehouse management principles and SOPs, public procurement principles and process workflows, UN/UNHCR policies is also an asset as well as experience in working with Enterprise Resource Systems (Oracle, SAP, etc.). Knowledge of English is required, working level of Russian and Armenian is considered an asset.

Functional Clearance: This position doesn’t require a functional clearance

Required languages (expected Overall ability is at least B2 level): , ,

Desired languages: , ,

Additional Qualifications: Skills

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-Supply Planning, SC-Warehouse ManagementEducation

Certifications

Work Experience

UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales

Other information: Shortlisted candidates may be required to sit for a test (conducted in person at the same venue for all candidates). Only shortlisted candidates will be notified. No late applications will be accepted.

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