Overview

UNHCR REPRESENTATION OFFICE, DAR ES SALAAM

INTERNAL/EXTERNAL VACANCY NOTICE

DSM/VN/19/003 

The United Nations High Commissioner for Refugees (UNHCR) Representation Office, Dar es Salaam invites qualified internal/external candidates to apply for the following position:

Vacancy Notice No: DSM/VN/19/003

Position Title: Associate Supply Officer

Position No: 10007995

Category: Fixed-Term Appointment (FTA)

Grade: NOB

Duty Station: Dar es Salaam, Tanzania

Duration: 1 Year

Start Date: 01 June 2019

Issue Date: 21 March 2019

Closing Date: 03 April 2019

Operational Context/ Duties and Responsibilities

The Associate Supply Officer manages and supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, and warehousing management in the operation.

The incumbent is normally supervised by the Senior Supply Officer who defines the objectives and provides general guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent normally supervises some support staff.

Contacts are predominantly with other UN agencies, Implementing partners and Government departments on relevant subject matters at the working level.

Below are the accountabilities, responsibilities, and authorities associated with the position:-

Accountability:

• UNHCR delivers timely and quality goods and services to persons of concern in compliance with supply chain rules and procedures.
• The local supply chain function is optimized and aligned with the operations’ evolving needs and management systems and has an infrastructure that is robust and flexible enough to accommodate operational requirements.
• Supply chain activities are supported by effective partners.

Strategy:

• Prepare plans for the delivery of relief items according to operational needs.
• Apply UNHCR’s procurement strategy when planning for the purchase of important commodities and services.
• Through regular physical verification of PPE establish their status, propose old and obsolete PPE for disposal and plan for the arrival of replacement items.

Operational Support:

• Identify partners for supply chain projects based on objectives, priorities, strengths, and resources of the implementing partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
• Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
• Ensure timely customs clearance of consignments, and manage storage of goods according to “best practices” and UNHCR rules and regulations.
• Maintain an efficient system for the release, distribution, and redeployment of goods.
• Coordinate transportation and distribution of relief items. Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.
• Coordinate activities of implementing partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures.
• Through regular physical verification of PPE establish their status.
• Propose old and obsolete PPE for disposal and plan for the arrival of replacement items.

Infrastructure Support:

• Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
• Draft and dispatch quotation requests and/or tenders, assist in the evaluation of offers and draft bid-tabulations and prepare proposals for the award of contracts to the Committee on Contracts.
• Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence;
• Monitor the manufacture/transport of ordered goods to ensure timely delivery.
• Analyze matters relating to procurement activities, and deliver information on all procurement activities within the area of responsibility. Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections.
• Implement effective asset and fleet management that regularly monitors the asset/debt pool, saves cost and safeguards the investment of the organization including receipt, inspection, registration and marking of new Property, Plant and Equipment (PPE), and organization of the physical verification of PPE.
• Ensure that PPE agreements are properly issued and signed.
• Analyze the existing infrastructure and ensure that it is optimally aligned with the operational needs.
• Implement practical projects to improve supply performance that has clear objectives, timescales, tasks, and resources defined. Monitor the project implementation and report on progress.
• Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyze statistical information, identify trends and developments in supply chain related matters that will assist in decision making.
• Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards, and guidance on supply chain management.
• Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt the local process to the prevailing environment.
• Any other responsibility deemed necessary or as delegated by the Head of Supply Management Service in order to meet the level of service requires by the organization.
• Ensure proper preparation of disposal forms and cases for the Asset Management Board.
• Organize the disposal of PPE. according to Asset Management Board decisions.
• Provinces asset management reports, customized reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
• Analyze the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process.

Business Support:

• Analyze the existing infrastructure and ensure that it is optimally aligned with the operational needs.
• Implement practical projects to improve supply performance that has clear objectives, timescales, tasks, and resources defined. Monitor the project implementation and report on progress.
• Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyze statistical information, identify trends and developments in supply chain related matters that will assist in decision making.
• Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards, and guidance on supply chain management.
• Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt the local process to the prevailing environment.
• Any other responsibility deemed necessary or as delegated by the Head of Supply Management Service in order to meet the level of service requires by the organization.

Authority:

• Identify, assess and select vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
• Allocate resources to meet demand and support the on-going operation in compliance with the resources allocation framework.
• Determine shipment methods, routes, and delivery schedules to meet demand in the most timely and cost-effective manner.
• The award, approve and terminate local contracts in accordance with delegated authorities, as well as, relevant UNHCR regulations, rules, and procedures.
• Enforce compliance of supervised staff with relevant UNHCR supply chain regulations, rules and procedures and appraise their performance

Essential & Desirable Minimum Qualifications and Professional Experience

• Undergraduate degree (an equivalent of a BA/BS) in Business Administration, Marketing, Engineering, Logistics, Mathematics or a related field plus a minimum 3 years of previous relevant professional job experience. Graduate degree (an equivalent of a Master’s) plus 2 years or Doctorate degree (an equivalent of a Ph.D.) plus 1 year of previous relevant work experience may also be accepted.
• Knowledge of English and UN working language of the duty station if not English.

***For National Officer, very good knowledge of local language and local institutions is essential.

Desirable Qualifications & Competencies;

• Completion of UNHCR learning programme or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP);
• Other UN procurement and logistics training – such as IAPSO and UNPD;
• Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications
• Knowledge of additional UN languages.

Interested candidates should express their interest by completing the attached Personal History Form and the Supplementary form if(click on the apply button to download form) needed in full Please quote the Vacancy Notice Number and Position title.

Due to the volume of applications, only shortlisted candidates will be contacted.

Qualified female and candidates with disabilities are encouraged to apply.

The Expression of Interest for the position should be sent by email to:

Human Resources Officer

UNHCR Representation Office

Dar es Salaam

Email: tandava@unhcr.org