Senior Supply Coordinator, P5, Kyiv At UN High Commissioner for Refugees

Organizational Setting and Work Relationships

The Senior Supply Coordinator may work in a country operation, a Regional Bureau or a division. The incumbent typically will work under direct supervision of the UNHCR Representative or Assistant Representative or Head of Operations or Head of Service S/he will advise and assist in the overall management of UNHCR’s supply chain activities within the area of responsibility (AoR), which could be a country operation, several country operations or a region or in the division in support to the Organization¿s mandate. The incumbent has direct supervisory responsibility for a team of supply staff in the division, Bureau or country operation and may supervise other staff.

The Senior Supply Coordinator will oversee the efficient use of resources within their remit. S/he will have direct working relationship/arrangement with the Head of UNHCR offices with the AoR and will also have a responsibility to monitor, coach, and guide and intervene with Supply staff within the given AoR.

The incumbent will coordinate the delivery of assistance from the warehouses, if applicable. S/he will liaise with Supply Management Service (SMS) staff whom manage the Global Stockpiles and whom manage the Global Asset and Fleet Management, if and as required. In addition, the incumbent will coordinate with SMS regarding policies, overall planning, and management of resources that have an impact on Supply or where Supply has an impact on other parts of the operations.

The incumbent will maintain regular contacts with the Representatives and Heads of Offices in the AoR, SMS staff at HQs and Supply staff in the region to consult, discuss operational issues and to seek common grounds for solutions on activities and programmes of importance to UNHCR. Regular external contacts will include liaison with key stakeholders for UNHCR in any given regional framework, which may include Heads of National and/or International organizations, Embassies, other UN Agencies and High ranking officials including Ministries in the national Government.

The decisions taken by the Senior Supply Coordinator can directly influence the design and operation of UNHCR’s supply chain management in the AoR. Proposals may have a substantive effect on UNHCR’s policy on a wide range of issues in the country programmes. Errors could lead to significant damage to UNHCR’s major objectives in terms of time, quality and resources and have a major negative impact on the safety of persons of concern. The Office’s overall credibility could also be jeopardised.

In the Regional Bureaux, the incumbent is responsible for ensuring, in an effective and efficient manner which supports the Organization¿s Mandate, overall quality assurance and managerial support of operations, in line with the Bureau¿s 2nd line function, within the three lines of defence conceptual framework for effective control and risk management adopted by the UN system.

S/he will, further, cover the full spectrum of managerial oversight, manage performance and monitor the adherence of Country Operations to UNHCR’s rules and regulations, monitoring, identifying and addressing any emerging issues and risks as appropriate. The incumbent also promotes a culture that is results-oriented, efficient and based on trust and pursues measures to ensure that inclusion, gender balance and diversity are taken into due consideration in staffing, resource allocation and representation at all levels throughout the AoR.

As a key custodian of the organization’s standards of conduct, s/he will proactively establish a working environment where all personnel feel safe, heard, equipped and empowered to speak up; demonstrate no tolerance for sexism, gender inequality, discrimination of any kind, abuse of power, harassment or sexual harassment; foster ongoing dialogue on those matters; take seriously all issues of inappropriate behaviour and actions reported, whether formally or informally; and seek guidance and support as necessary to ensure that appropriate follow-up is taken, working on the basis of zero tolerance for any form of misconduct.

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

– Assist the operations within the AoR in the overall management of UNHCR’s supply chain activities in an effective and efficient manner by providing technical advice and support to operations across the range of supply functions. For example; sourcing, procurement, fleet, assets, logistics, warehousing, customs clearance, transport, air operations, construction procurement and contracting, vendor performance, partner performance, overall supply reporting.

– Rapidly respond to changing needs in an emergency mobilizing adequate resources (financial, human and material).

– Be actively involved in the selection of partners and the design of partnership activities as stated in the PPAs across the supply functional areas. In close coordination with Programme and Project Control functions, ensure that the delegation to Partner Procurement is done in accordance to policy, observing the best interest of the organization. Support offices in determining if there is a comparative advantage over direct implementation and/or the commercial sector. Monitor performance of partners regarding Supply functions and support offices in resolving performance. Escalate to HQ concerns regarding transparency, ethics and handling of funds/resources.

– Coordinate fleet planning and right sizing for operations within the AoR in line with operational needs and existing policies and procedures.

– Membership in the appropriate asset management board to ensure timely disposal of obsolete vehicles and other assets.

– Coordinate and track the responses to deadlines for reporting on various supply activities such as; physical verification of inventory, physical verification of assets, timely submission of vehicle incidents and submission of claim documents, coordinate audit responses on supply recommendations with the operation and SMS.

– Conduct trainings / workshops with UNHCR staff or partners or suppliers on specific supply topics and monitor impact of such.

– Coordinate, manage and support the procurement processes to ensure timely, cost-effective and adequate delivery of goods, services and cash based interventions (CBI) to support operational needs.

– Advise offices within the AoR on supply chain structures to meet the needs of the local environment and to safeguard that the right level and number of supply staff in the operations given the volume, risk and context.

– Ensure that all major areas where UNHCR is exposed to loss of economic value such as warehouse stocks, vehicle accidents, goods in transit, etc. are covered by insurance.

– Develop and continually improve logistics and procurement planning, for instance by utilizing the DEMANTRA system and reviewing the Country Financial Report, in order to enhance transparency and efficiency. Monitor procurement forecasts versus actual requirements so as to improve any shortcomings in the process.

– Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plans. Maintain the Supply contingency plans based on operational needs and diagnostics. Prepare strategies and plans for procurement and delivery of relief items and/or CBI according to UNHCR’s short-, medium- and long-term requirements to support operations.

– Develop a supply chain strategy, structure and budget that is aligned with the UNHCR and SMS strategy is inserted in the operations plans, COP planning and reporting.

– Provide guidance on and conduct market research to expand local and regional sourcing.

– Establish a network of relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, at an appropriate level, to foster mutual cooperation and developing trust to ensure timely delivery of relief items avoiding bottlenecks.

For positions in the regional bureaux only:

– Act as the Ex-officio of the Regional Committee on Contracts. Advising the committee on the procurement rules during the meetings, reviewing and clearing cases from offices in the region to submit to RCC for approval within delegation of authority. Conduct oversight on LCC performance within in the region and provide feedback and guidance. Make recommendations to SMS if a procurement delegation should be reviewed.

– Assess the need and proposing emergency procedures such as extended procurement deadlines to facilitate the work of the teams and make Supply operations more responsive to operational needs and deadlines.

– Regularly visit country operations and their Supply teams including visits to camps and other operational sites, provide oversight and support within the operational context.

– Organize and deliver training at regional level in the different Supply functions such as procurement, logistics, asset and fleet management.

– Assist in preparations for audits and other strategic reviews of Supply including check lists and pre-audits as well as follow up on implementation of recommendations by the auditors.

– Make available Supply staff from the regional team for supporting country teams after the assessment of requirements.

For positions in country operations only:

– Act as the Ex-officio of the Local Committee on Contracts. Advising the committee on the procurement rules during the meetings, reviewing and clearing cases from offices in the country.

Job Descriptions for all UNHCR jobs will also include the following as part of the ‘Duties’:

– Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level

For P5 – 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education

Supply Chain Management; Business Administration; International Commerce; Economics;

or other relevant field.

Certificates and/or Licenses

Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS

Relevant Job Experience

Essential:

8 years should be in international capacity in Supply, preferably in a UN agency.

Desirable:

Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications.

Functional Skills

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

SC-Logistics

SC-UN/UNHCR Procurement Rules and Procedures

(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

Minimum 9 years of relevant work experience in an International Organization (United Nations or similar).

Solid understanding and/or experience managing big and complex logistics operations

Previous experience in complex emergency operations and emergency response.

Excellent communication, coordination and people skills.

Experience of managing people in a multinational/multicultural environment.

Demonstrated ability to manage a large team and coordinate with other functions, Field/ Sub- Offices.

Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds.

Consensus team building and cultural sensitivity.

Solid UNHCR experience both in the Field and Headquarters and thorough knowledge of UNHCR Supply Chain Rules and Procedures.

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

Desired languages

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

In an operation that evolved into an emergency situation with many offices in the country (Country Office, Sub Offices, field Office, and field Units), with significant and complex supply planning, complex logistics operation and procurement activities. the incumbent will be expected to ensure an active and effective response to a very fluid situation with high-risk duty stations. The Senior Supply Coordinator ensures appropriate responses to operational requirements are timely, accurate, and effective and will among others:

Ensure effective and efficient coordination with SMS and regional bureau in all the issues related to supply tasks and activities.

Oversee monitoring of country supply planning and implementation including stocks, release of NFIs, needs and situation (lower stocks, bottlenecks in the pipeline, etc.).

Living and Working Conditions:

The United Nations High Commissioner for Refugees (UNHCR) has been present in Ukraine since 1994 but has increased its presence by a substantially larger scale up in the operation’s structure, staffing and response after the invasion of Ukraine in February 2022. The geographical presence within Ukraine has significatively expanded to deliver the emergency response. The functions in the country office are currently divided between Kyiv and L’viv, and new operational offices have been established in the central and western regions. UNHCR now has direct operational presence in Chernivtsi, Dnipro, Kyiv, L’viv, Odesa, Poltava, Uzhhorod and Vinnytsia as well as in Donetsk and Luhansk, which are currently not under the control of the Government of Ukraine. The current structure is the foundation for the 2023 structure, however it will be continuously reviewed and adjusted in response to the evolving operational environment.

The war in Ukraine has caused death and suffering on a dramatic scale and left at least 17.6 million people in urgent need of humanitarian assistance and protection. At the end of January 2023, over 5.9 million people are estimated to be internally displaced, while 8 million refugees from Ukraine have been recorded across Europe, most of them women and children.

The massive destruction of civilian infrastructure, with the energy sector being particularly targeted in the fall of 2022, has made life unbearable for millions of people who have lost their homes and livelihoods, and has severely disrupted access to electricity, water, heating as well as critical services, including healthcare, education and social protection services. Humanitarian access continues to be hampered, particularly in areas in the East under the temporary military control of the Russian Federation.

Civilians remain exposed to serious risks to their physical security and integrity, particularly in eastern and southern regions of Ukraine. The risk of GBV, including sexual violence, is high particularly in areas of active hostilities. The separation of families is one of the problems most reported by protection actors, particularly following displacement. Populations displaced or affected by the war live in situations of deprivation, following the loss or damage of their housing, loss of incomes, and the lack of access to essential services, such as health care or education.

The Government of Ukraine maintains a strong lead role in responding to the needs of its population and UNHCR supports the Government and its central and local institutions to provide protection, shelter/housing, cash and in-kind assistance to people impacted by the war. Under the leadership of the UN Humanitarian Coordinator, UNHCR operates as part of the inter-agency humanitarian response, working in close coordination with local authorities and humanitarian partners. UNHCR is leading three clusters – Protection, Shelter and NFIs, and CCCM and is part of the Durable Solutions Steering Committee

The strategic orientation of UNHCR’s response is to reach people with specific vulnerabilities who remain in frontline and heavily affected areas with immediate relief while supporting displaced people and those who have remained in their homes, or returned, with protection advice, shelter support and cash assistance to enable their attainment of durable solutions.

Security:

The war in Ukraine continues to evolve and areas of Donetska, Luhanska, Khersonska and Zaporizka oblasts in the east and south of Ukraine are currently under the temporary military control of the Russian Federation. The most intense fighting is now concentrated in the east (Donbas) and south of the country. At the same time, long-range cruise missiles and UAVs have been hitting vital infrastructure across the country, including airports at the start of the invasion. The airspace is therefore closed for commercial traffic, leaving cars and trains the only means of transportation across and in and out of the country. Large scale attacks on critical energy and transportation infrastructure have also taken place since October 2022. This has led to frequent power outages, internet, and connectivity problems; coupled with the harsh winter conditions, these developments present an additional challenge to the operational and security environment and affect staff safety and wellbeing.

The UN has not been targeted and retains its impartiality and neutrality when delivering its mandate. However, the danger cannot be fully ruled out, and risks to personnel and dependents, assets, and programmatic activities remain extant.

Security threats and risk levels are being identified and reviewed through comprehensive Security Risk Management SRM processes. The highest residual risks, assessed at this moment in time, emanate from the international armed conflict threat factors and vary from high in non-contested areas, to very high and even extreme, for areas where open armed hostilities are ongoing. In this context, the humanitarian space has shrunk, making access to beneficiaries in contested areas difficult.

To determine if a risk is acceptable, the UNHCR Representative, Heads of Offices and Programme Managers, security staff, and personnel apply the concept, principles, and applicability of the SRM process as defined by the UNSMS. However, the minimal projected risk level in Ukraine is still assessed as “high” which should be strongly considered, and staff applying for positions in Ukraine should be ready to live and work in a very dynamic security environment in which unexpected events could be a daily occurrence. Air raids are common, and staff can be obliged to work from bunkers or underground carparks for several hours. Power and water outages are to be expected in places of residence and shops, restaurants and other services can be disrupted. Curfews are in place country wide. Mission travel must be authorized by the Representative or designated managers and security clearance is mandatory. When necessary, the security unit works closely with UNDSS to make sure that programme activities can go ahead using the SRM processes and procedures that have already been set up and approved by the Designated Official or the ASC. Considering the changing operational and security environment in the country, UNHCR is flexible to relocate its offices to locations that would better serve the delivery of its mandate to help people in need of protection and assistance.

Additional Qualifications

Skills

Education

BA: Business Administration (Required), BA: Economics (Required), BA: International Commerce (Required), BA: Supply Chain Management (Required)

Certifications

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Strategic planning & visions, Teamwork & collaboration

UNHCR Salary Calculator

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

Compendium

March 2023 Compendium – Part B

Additional Information

Functional clearance

This position doesn’t require a functional clearance