Senior Supply Assistant

H (no hardship)

Family

Family

GS5

General Service

Reason

Regular > Regular Assignment

No

2024-11-01

September 25, 2024

Senior Supply Assistant

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 Regional Bureaux:
– Track global Supply KPIs for the region and assist in preparation of regional ones, as required.
– Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and provide relevant reports to senior managers.
– Assist Country Operations in MSRP management.

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

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-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)

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.

Knowledge of ERP systems (SAP, Quantum, Cloud ERP) will be an asset.

The candidate must be a Bulgarian national and fluency in the Bulgarian language is essential for coordinating with different stakeholders.

Highly motivated candidates to support the refugee cause and the protection of the people we serve.

Shortlisted candidates may be required to sit a written test.

Additional Information: only applications received in UNHCR Career page will be considered.

Bulgarian

,

English

,

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

UNHCR, the UN Refugee Agency is a global organization protecting people forced to flee their homes because of conflict and persecution. We work in over 130 countries, helping millions of people with life-saving support, safeguarding fundamental human rights, and helping them build a better future (see www.unhcr.org).  

Since the escalation of the conflict in Ukraine in February 2022, over 2.3 million refugees from Ukraine have entered Bulgaria and until the end of February 2024, the Government of Bulgaria has granted Temporary Protection to more than 176,000 refugees fleeing Ukraine, of whom the majority are women and children. The Council of Ministers has formed a Task Force for the Ukrainian Refugee Response, focusing on inter-ministerial coordination.

UNHCR under its mandate leads and coordinates the Inter-Agency refugee response for the Ukraine Situation, in alignment with the Regional Refugee Response Plan for the Ukraine Situation (RRP) – co-leading with and in support of the Government. Under the Refugee Coordination Mechanism, UNHCR has established the national refugee coordination forum – along with an inter-agency Cash Working Group (led by UNHCR), an Education Working Group (led by UNICEF), a Mental Health and Psychosocial Support Technical Working Group (led by WHO), a Protection and Inclusion Working Group (led by UNHCR), a Protection against Sexual Exploitation and Abuse (PSEA) network (co-led by UNHCR, UNICEF and a local organization) which fall under the inter-agency refugee coordination mechanism. There are currently 19 partners involved in the Refugee Response Plan for 2024.

Additionally, Bulgaria as an external EU border, plays a strategic role in refugee protection within Europe. In 2023, Bulgaria’s State Agency for Refugees (SAR) registered over 22,500 asylum seekers, most from Syria and Afghanistan, which have exceeded the asylum application numbers from 2022. SAR operates six reception centers for the registration, Refugee Status Determination procedures and accommodation of asylum seekers. Amid an increase in arrivals of Afghan and Syrian asylum seekers since 2022, UNHCR supports Bulgaria’s Government to ensure policies and legislation are in line with international and EU standards, and promotes a comprehensive refugee response, grounded in a multi-stakeholder, whole-of-society approach.

UNHCR supports government-led efforts to provide key protection – including legal assistance, information on services, education and psychosocial support – reception and accommodation, as well as the delivery of core relief items for winterization and cash assistance for the most vulnerable groups. UNHCR’s priority protection interventions include access to territory and asylum procedures, inclusion of refugees in state-led programs, Child Protection and Gender Based Violence prevention, risk mitigation and response, support to persons with specific needs, and mitigation of the risks relating to trafficking and other forms of abuse and exploitation. UNHCR is also providing technical support to asylum authorities for digitalised systems.

The Senior Supply Assistant works under the supervision of the Admin Officer in Sofia, Bulgaria. His/her responsibilities include ensuring office compliance with supply and procurement rules, preparing and updating procurement plans in coordination with the Admin and Programme units, working closely with requesting units to ensure timely initiation of procurement actions (RFQ, ITB, and RFP), sourcing offers for required goods and services, facilitating evaluation and contracting processes, and preparing procurement submission memos and presenting cases at Local Committee Contract sessions. S/he will also need to administer contacts with suppliers in line with existing rules, with a stronger focus on maintaining the integrity of the procurement process.

Living and Working Conditions:

Additional Qualifications

Skills

Certifications

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn’t require a functional clearance