Jobs and Careers

JOB DESCRIPTION : 

Operational Context:
The Supply Associate manages and supports all activities pertaining to the supply chain function including planning, sourcing and procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility. The incumbent is supervised by Supply Officer and receives regular guidance and instructions from the supervisor on successive steps. 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 performing the supply function including cash assistance. The duty of the incumbent is to support and monitor the supply activities assigned to him/ her within the geographical area covered while exercising efficiency in the use of the available resources. The proficiency in Armenian language is mandatory.

Organizational Setting and Work Relationships:
The Supply Associate manages and supports all activities pertaining to the supply chain function including planning, sourcing and procurement, transport, shipping, customs clearance, warehousing, assets and fleet management and monitoring within the area of responsibility. The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some 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 performing the supply function. The duty of the incumbent is to support and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available resources. 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.

RESPONSIBILITIES : 

- In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern;
- Prepare plans for delivery of relief and other non-food items according to the operational needs and regularly update the information in UNHCR IT systems;
- Apply UNHCR's sourcing and procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems. Ensure timely customs clearance of consignments;
- Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request;
- Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order;
- Draft and dispatch quotation requests and/ or tenders, and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts;
- Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and 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 operations, HQ entities and others, as applicable;
- Provide asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested;
- 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 and promote UNHCR's global policies, standards and guidance on supply chain management.

In the Regional Bureaux:
- Track the progress of specific operations and provide guidance that ensures timely implementation;
- Assist in coaching and advising individuals as requested;
- Track global Supply KPIs for the region and assist in devising regional ones, as required;
- Monitor all periodic Supply exercises such as monthly reconciliation, quarterly physical inventory exercises, and year-end accounts closure procedures and ensure that they are implemented throughout the region and provide relevant reports to senior managers;
- Assist country operations in MSRP management;
- Support the analysis of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations;
- Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs;
- Support the work of the Regional Contracts Committee (RCC) through e.g. compiling and checking documents for RCC meetings, taking minutes, communicating decisions.

In the Country Operations:
- Ensure local liaison with partners to effectively support the supply activities;
- Manage storage of goods according to "best practices" and UNHCR rules and regulations;
- Coordinate supply activities of UNHCR Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures;
- 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 and marking of new Property, Plant and Equipment (PPE), organisation of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organise the disposal of PPE according to Asset Management Board decisions;
- Perform other job-related duties as required.

REQUIRED QUALIFICATIONS : 

- 3 years of relevant experience with high school diploma; or 2 years of relevant work experience with bachelor's degree or equivalent or higher;
- Certificates and/ or licenses in Trade, Business Administration,
Economics, Marketin; or a related field;
- Other UN procurement and logistics training, such as IAPSO and UNPD is desirable;
- For General Service jobs: knowledge of English and/ or UN working language of the duty station if not English language.

Functional Skills:
- IT: Computer literacy (MS Office and PeopleSoft/ MSRP);
- IT: PeopleSoft Supply Chain Management;
- SC - Supply Chain Management;
- SC - Planning;
- SC - Procurement;
- SC - Customs formalities;
- SC - Logistics;
- SC - Warehouse Management;
- SC - Asset and Fleet Management.

Core Competencies:
- Accountability;
- Communication;
- Organizational awareness;
- Teamwork and collaboration;
- Commitment to continuous learning;
- Client and result orientation.

Cross-Functional Competencies:
- Analytical thinking;
- Planning and organizing skills.

APPLICATION PROCEDURES : 

Applicants are invited to fill in the online application. It is very important that all internal applicants update their fact sheets (languages, education and prior working experience) before submitting their applications. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. Application and instructions are provided at: www.unhcr.org - Careers - Vacancies - Armenia. No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees). For any technical problems encountered during the on-line application, please contact the Global Service Desk at: globalsd@unhcr.org well before the deadline to allow sufficient time for problems to be resolved. For any other type of support, please contact the HR Unit at: armyehr@unhcr.org.

Please clearly mention in your application letter that you learned of this job opportunity through Career Center and mention the URL of its website - www.careercenter.am, Thanks.

REMUNERATION/ SALARY : 

Competitive compensation and benefits package (For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org).

OPEN TO/ ELIGIBILITY CRITERIA : 

Candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.

ADDITIONAL NOTES : 

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

CONSENT:
The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity. According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Useful links
http://un.am/en/agency/UNHCR
https://www.unhcr.org/
https://undg.org/document/united-nations-sustainable-development-cooperation-framework/
https://www.un.org/sustainabledevelopment/
https://sustainabledevelopment.un.org/