Assistant Supply Officer UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES UNHCR Representation Office in Ethiopia INTERNAL/EXTERNAL VACANCY NOTICE No. ETHAD/062/11 Title of Post: Assistant Supply Officer Location: Addis Ababa Position No.: 10004162 Duration: Initially one year Condition of Employment: Replacement Capacity Date of Entry on Duty: As soon as possible Category and Level: National Officer, NOA Closing Date: 23 October 2011 Summary of Job Description Under the direct supervision of the Supply Officer, the incumbent performs the following functions: Supply • Assist in the overall implementation of the Supply activities required for successful running of Country programme, as defined in Chapter 8 of the UNHCR Manual. The activities include Planning, Sourcing, Delivery, Asset and Fleet Management. • Support planning and implementation of Supply activities through close co-ordination with Programme and Operations departments. • Assist in procurement of goods and services required by the office at both international and local level. • Assist in the preparation and keeping up-to-date supply status reports for donor reporting purposes, appeals, budget reviews, annual reports. • Carry out customs clearances of internationally procures items and liaise with other organizations to obtain all necessary authorizations and clearances. Sourcing • Provide technical support in undertaking sourcing of goods and services by applying the cost -effectiveness principle; • Assist in the evaluation of purchase requisitions to ensure that specifications, budgetary data and all other requirement are correct; • Assist in the consolidation of local procurement and contracting requirements, ensuring that UN financial rules and procedures, standards and services are applied; • Draft and dispatch quotation requests and/or tenders; • Participate in the evaluation of offers, bids tabulations and the selection of suitable suppliers; • Help HQ in maintaining and updating the roster of UNHCR suppliers; • Ensure that all procurement activities are correctly recorded in MSRP. Delivery • Assist in the assessment and organization of an efficient system for the transport, storage and distribution of goods including proper recording and accounting systems; • Assist in liaising with relevant authorities for import and export clearances, tax exemptions, port clearances etc. and the timely delivery of relief items; • Assist in monitoring activities of Implementing Partners and/or commercial contractors tasked with supporting supply functions such as warehousing, fleet operations, maintenance, goods delivery and the movement of staff or refugees; • Maintain effective partnership and use the services of the Logistics Cluster to the extent possible. • Participate in the work of the Emergency Shelter Cluster, as applicable • Ensure that all inventory activities are correctly recorded in MSRP. Asset and Fleet Management • Assist in tracking and reporting on the deployment and use of capital assets; • Assist in monitoring asset use and propose assets for disposal; • Maintain proper standards of receipt and accounting for assets and other relief material; • Assist in the preparation of documents related to disposal and/or redeployment of assets for submission to the Local and/or HQ Asset Management Boards; • Ensure that all Asset and Fleet activities are correctly recorded in MSRP; • Carry out other duties as required ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED University Degree in Business Administration, Engineering, Logistics, Mathematics or related field. Minimum 2 years of relevant professional experience. Fluency in English with working knowledge of another relevant UN language. Very good knowledge of local language and local institutions is essential. Knowledge of computer applications from MS Office (Word, Excel, PowerPoint) DESIRABLE QUALIFICATIONS. Completion of UNHCR Supply Chain Learning Programme and other UN supply related training. Knowledge and experience of PeopleSoft/MSRP Supply Applications. Completion of Fritz Institute Certificate in Humanitarian Logistics (CHL). REQUIRED COMPETENCIES Managing Resources Providing Procurement Advice Liaising with Other Functions Logistics Implementation Transport, Storage, and Distribution Contracting for Services Providing Logistics Information Address for Applications All applicants should submit their applications together with a complete Personal History (P-11) Form which could be retrieved from UNHCR website http://www.unhcr.org/recruit/p11new.doc. Applications should carry this vacancy Notice number and sent to: Human Resources Unit UNHCR Representation Office in Ethiopia P.o.Box 1076 Addis Ababa Or put in the Applications Box available at the gate of UNHCR Representation Office in Ethiopia, Addis Ababa. Note: Hand delivered or email applications are not accepted. Qualified female candidates are encouraged to apply UNHCR is an equal opportunity Agency
