Job Title: Supply Associate Vacancy Notice: VN-155-19-MEX Position Number 155-19
Location: Tapachula Position Grade: G6 Closing Date: 2019-09-17
Organizational Context

The Supply Associate manages and supports 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.

The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some staff in the office. The incumbent maintains regular contact on a working level on routine 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 and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available resources.

Accountability

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.

Responsibility


  • 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.
  • Prepare plans for delivery of relief and other non-food items according to the operational needs and regularly update the information in UNHCR IT systems
  • Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems. Ensure timely customs clearance of consignments. 
  • Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
  • Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
  • Draft and dispatch quotation requests and/or tenders and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts.
  • Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery.
  • Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable. 
  • Provide asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
  • 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.
In the Country Operations:

  • Ensure local liaison with partners to effectively support the supply activities.
  • Manage storage of goods according to "best practices" and UNHCR rules and regulations. 
  • Coordinate supply activities of UNHCR Partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures.
  • 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 & marking of new Property, Plant and Equipment (PPE), organisation of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organise the disposal of PPE according to Asset Management Board decisions.
  • Perform other related duties as required.



 

 

 

Authority

N/A

Essential Minimum Qualifications and Experience

•
• Completion of Secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Trade, Economics, Marketing or related field. 
• Minimum 6 years of previous job experience relevant to the function; 
• Computer skills (MS office and People soft applications). 
• People Soft Supply Chain Management
• Fluency in English and working knowledge of another relevant UN language or local language

Desirable Qualifications & Competencies

  • Other UN procurement and logistics training – such as IAPSO and UNPD.
  • Proven experience with Procurement, Customs formalities, Logistics, warehouse management and/or Asset & Fleet Management. 

Competencies

  • Analytical Thinking
  • Planning and Organizing

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