Senior Supply Officer, P4, Kyiv At UN High Commissioner for Refugees

Organizational Setting and Work Relationships

The Senior Supply Officer leads, oversees, coordinates and supports the supply activities at global, regional or country operations level. The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office. In the Bureau the incumbent normally reports to the Senior Operations Coordinator or to the Head of Bureau Strategic Planning and Management Service or the Senior Strategic Planning and Management Coordinator. In the Country Operation s/he normally reports to the Head of Office, to the Representative or the Deputy Representative (Operations) at the same level as the Programme and Administration functions. The incumbent directly supervises professional and general service staff in an operation.

The incumbent will ensure effective local supply chain that enables the operation to meet the needs of persons of concerns as well as timely delivery of quality goods and services to persons of concern.

The incumbent will advise Country Operations on how to create/maintain a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses, along with regional oversite of effective partners to support supply activities.

The incumbent maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies, and International Organisations within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement actions if, as and whenever necessary. In the Bureau the incumbent will assist upon needs, in operations will coordinate the delivery of assistance from the regional warehouse, if applicable. S/he will liaise with SMS staff who manage the Global Stockpiles and who 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 operation.

In the Bureau the Senior Supply Officer function extends to providing advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement, logistics and asset management rules and regulations; as well as support supply planning, implementation, reporting and statistics. The Senior Supply Officer, being part of the Bureau Supply team will, take on the role of advising, analysing and coaching the supply functions at Country Operation levels. The Senior Supply Officer from the Bureau will primarily focus on advising and reviewing the sourcing/procurement aspects of the supply function, as Bureau remains a procurement-prone region requiring a sound level of risk management tools. In complex and challenging operational environment, an excellent procurement expertise will then be required to mainstream UN procurement principles as well as UNHCR internal policies throughout the region. Furthermore, the incumbent will be the ex-officio of the Regional Committee on Contracts which has been established to approve cases at a higher threshold than the Local Committee on Contracts. In addition, the incumbent will review procurement cases from the operations that are above the country operations delegations, provide feedback as required and clear them for the relevant procurement authority. S/he will also have a large responsibility on capturing, analysing and reporting the information from the different Country Operations of the Bureau. This would require strong interaction and coordination in addition to an excellent knowledge of UNHCR tools (MSRP, Focus) and data analysis.

In country operations the incumbent will have direct working relationship/arrangement with the Head of UNHCR offices that fall within the domain of the office and will also have a responsibility to monitor, coach, guide and intervene with the staff within the given area of responsibility.

The incumbent will also create/maintain offices’ supply chain optimised and aligned with the operations’ evolving needs and management systems.

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

– Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.

– Coordinate and manage all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation.

– Coordinate and manage the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.

– Develop relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, to foster mutual cooperation for the timely delivery of relief items avoiding bottlenecks such as streamlining customs clearance processes.

– Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs.

– Support and guide the office should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.

– Coordinate with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).

– Identify partners for supply chain projects based on objectives, priorities, strengths and resources of the Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.

– Identify, assess and select vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.

– Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increase efficiency and safeguards the investment of the organisation.

– Draw up plans for the disposal and replacement of old and obsolete asset and coordinate with SMS on the proper disposal of assets.

– Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards.

– Coordinate activities of Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures. Ensure Supply participation in the multifunctional teams for partner verification.

– Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.

– Maintain an up-to-date overview of the location`s supply chain capacity and preparedness, as well as, that of its partners to ensure that adequate capacity exist also to cover emergencies.

– 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.

– 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.

– Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards and guidance on supply chain management.

– Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.

– Coordinate the work of the supply units so as to achieve operational objectives in a timely and cost-effective manner. Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.

– Prepare plans for delivery of relief items according to UNHCR’s short and medium term requirements.

– Plan and develop an effective procurement plan for the geographical area of responsibility taking into account local procurement options. Use procurement planning tools and DEMANTRA demand planning.

– Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plan.

– Act as ex-officio for the related contract committee. Review and/or clear procurement cases for the relevant procurement authority.

– Assess the environment and situation in which a supply operation will take place. Implement supply operations in the best manner possible through elimination of obstacles.

– Sustain the supply chain’s capacity throughout an emergency and ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.

– Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project execution against the plans and take action when actual implementation deviates from plans.

– Perform other related duties as required.

In the Regional Bureaux:

– Advise Country Operation on how to implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented.

– Ensure that global Supply policies are understood by all Supply teams in the region by offering summaries and relevant interpretations in the regional context.

– Seek opportunities for regionalizing and streamlining Supply operations where operational advantage can be achieved

– Track the progress of specific periodic operations and provide guidance that ensures timely implementation.

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

– Coach and advise individuals or Supply teams as requested.

– Tracks global Supply KPIs for the region and devise regional ones as required.

– Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, year-end accounts closure procedures and ensure that they are implemented throughout the region.

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

– Provide a diagnostic on MSRP management reports for country operations, and coordinating with the Regional Supply Coordinator for necessary follow-up to ensure that data, in particular stocks accurately and completely reflect the reality in the warehouses.

– Review country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations.

– Ensure that country needs assessment plans are established, combine them into regional procurement plans and monitor their timely implementation and changes based on operational needs.

– Monitor and advise operations on import and customs clearance (as required) to resolve and ensure bottlenecks a smooth flow of goods to the operations.

– Ensure coordinated emergency deployments of supply staff in consultation with SMS to countries in the Bureau.

– Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level

For P4/NOD – 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree

Field(s) of Education

Supply Chain Management; Business Administration; International Commerce; Engineering or other relevant field.

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

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

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service oriented manner. Proven ability to manage a team.

Desirable

Database management skills and experience and working knowledge of ERP systems, ideally of UNHCR¿s MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Aviation services knowledge for movements of goods/passengers.

Functional Skills

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

SC-Supply Planning

SC-UN/UNHCR Procurement Rules and Procedures

DM-Database 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 Senior Supply Officer ensures appropriate responses to operational requirements are timely, accurate, and effective and will among others:

– Analyze the existing infrastructure and ensure that it is optimally aligned with the operational needs.

– Coordinate and manage all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance & warehousing

– Leading a significant and complex logistics, warehouses and inventory management operation.

– Support in coordinating and manage the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.

– Develop relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, to foster mutual cooperation for the timely delivery of relief items avoiding bottlenecks such as streamlining customs clearance processes.

– Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs.

– Support and guide the office should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.

– Coordinate with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).

– Identify, assess and select vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.

– Analyze the quality of goods and services delivered in relation to the needs of the location and established quality standards.

– Coordinate activities of Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures. Ensure Supply participation in the multifunctional teams for partner verification.

– Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.

– Maintain an up-to-date overview of the location`s supply chain capacity and preparedness, as well as, that of its partners to ensure that adequate capacity exist also to cover emergencies.

– 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.

– 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.

– Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards and guidance on supply chain management.

– Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.

– Coordinate the work of the supply units so as to achieve operational objectives in a timely and cost-effective manner. Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.

– Prepare plans for delivery of relief items according to UNHCR’s short and medium term requirements.

– Plan and develop an effective procurement plan for the geographical area of responsibility taking into account local procurement options.

– Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plan.

– Act as ex-officio for the related contract committee. Review and/or clear procurement cases for the relevant procurement authority.

– Assess the environment and situation in which a supply operation will take place. Implement supply operations in the best manner possible through elimination of obstacles.

– Sustain the supply chain’s capacity throughout an emergency and ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.

– Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project execution against the plans and take action when actual implementation deviates from plans.

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), more than eleven warehouses managed by the supply/logistics team, complex logistics operation and significant 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 Officer ensures appropriate responses to operational requirements are timely, accurate, and effective.

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: Logistics (Required)

Certifications

Institute of Purchasing and Supply – Other

Work Experience

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Stakeholder management, 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