Senegal: Snr Supply Associate

ORGANIZATIONAL CONTEXT
The Senior Supply Associate 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 supervised by a Senior Officer who defines general work objectives and the incumbent completes the work independently. The incumbent directly supervises some general service 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 the operation. The duty of the incumbent is to support and monitor the management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources.
FUNCTIONAL STATEMENT
Accountability:

• UNHCR delivers timely and quality goods and services to persons of concern in compliance with supply chain rules and procedures.
• Effective local support is provided to UNHCR supply chain to develop an infrastructure that accommodates the needs of its operation.
• Local liaison with partners effectively supports supply activities.
  Responsibility:
  Strategy
• Prepare plans for delivery of relief items according to operational needs.
• Apply UNHCR's procurement strategy when planning for purchase of important commodities and services.
  Operational Support
• Ensure timely customs clearance of consignments.
• 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.
• Prepare logistical plans, implement supply operations and provide information on the status of requests and the availability of items in the supply chain.
• 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.
• Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.
• Through regular physical verification of PPE establish their status.
• Purpose old and obsolete PPE for disposal and plan for 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 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.
• 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/fleet pool, saves cost and safeguards the investment of the organisation including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), and organisation of the physical verification of PPE.
• Ensure that PPE agreements are properly issued and signed.
• Ensure proper preparation of disposal forms and cases for the Asset Management Board.
• Organise the disposal of PPE according to Asset Management Board decisions.
• Provides asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
  Business Support
• Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt local process to the prevailing environment.
• 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, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
• Any other responsibility deemed necessary or as delegated by the Head of Supply Management Service in order to meet the level of service required by the organization.
  Authority:
• Identify, assess and select vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
• Advise senior management on resources allocation to support on-going operations.
• Determine shipment methods, routes and delivery schedules to meet demand in the most timely manner.
• Enforce compliance of supervised staff with relevant UNHCR regulations, rules and procedures and appraise their performance.
  ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED:
• Completion of Secondary School Education with post-secondary training/certificate in Commerce, Business Administration, Economics, Marketing or a related field.
• Minimum 11 years of previous relevant professional job experience.
• Fluency in English and working knowledge of another relevant UN language and/or local language (as applicable in the duty station).
  (In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English.)
  DESIRABLE QUALIFICATIONS & COMPETENCIES:
• Completion of UNHCR learning programmes 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.

Position Competencies

Competencies as defined in Job Profile

Language Requirements

This position requires close contact with suppliers and other stake holders, thus the language requirement is French and English in addition to the local language (Wolof).

Eligible Applicants

This position is open to internal and external applicants.

Procedures and Eligibility

Internal candidates:

General Service Staff members currently serving in the country where the vacancy exists, who have been appointed through the AC process and have indefinite or Fixed Term appointment. Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL).

External candidates must be legally present in Senegal at the time of application, recruitment and hire.

Merci de procéder comme suite:

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Additional Information

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

In case of queries please contact sendavac@unhcr.org

Closing Date

The closing date for submission of applications is 03 October 2019 (at 22:00 Dakar time).