Internal/External Vacancy Notice

Title of Post & Grade

Location
Date of Issuance
Closing Date
Position No
Vacancy Notice Number

: Assistant Supply Officer, NOA

(Replacement Capacity) 1
: Islamabad, Pakistan
: 23rd December 2015
: 6th January 2016
: 10015796
: VN/252/2015

Under the supervision of the Senior Supply Officer, the Assistant Supply Officer manages and
supports all activities pertaining to the supply chain functions including planning, sourcing,
delivery (transport, customs clearance and warehousing management) and Asset Management.
S/he will also refer to UNHCR manuals and relevant policy papers as guidance. The
incumbent is required to have basic conceptual knowledge of the profession, be dynamic and
able to take on higher responsibility progressively.
Accountability, Responsibilities and Authority:
Accountability
-

UNHCR delivers timely and quality goods and services to persons of concern in
compliance with supply chain rules and procedures.

The local supply chain functions are optimised and aligned with the operations' evolving
needs and management systems, and has an infrastructure that is robust and flexible
enough to accommodate operational requirements.

Supply activities are to effectively support provide services to its major clients (Program
and Admin).

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.

Manage UNHCRs Assets.

Operational Support
-

Assist and monitor Implementing Partners on procurement and ensure their compliance in
Procurement Guidelines.

Ensure timely customs clearance of consignments and 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 with the Program.

Maintain accurate and comprehensive inventory records and associated activities and
provide timely reports and updates both periodically and on request.
This position is advertised is in replacement capacity as incumbent holds lien to the position

Through regular physical verification of PPE establish their status.

Propose old and obsolete PPE for disposal.

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.

Analyse matters relating to procurement activities, and deliver information on all

procurement activities within area of responsibility. Provide guidance and advice on
UNHCR procurement policies and procedures to support and assist requesting sections.

Implement accurate asset management records by regular updates 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. Organize 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.

Explore the market on regular bases to identify new suppliers which will enable to avoid
few suppliers monopolizing the market.

Any other responsibility deemed necessary or as delegated by the Head of Supply

Management Service in order to meet the level of service requires by the organisation.

Authority
-

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

Allocate resources to meet demand and support the on-going operation in compliance with
the resources allocation framework.
Determine shipment methods, routes and delivery schedules to meet demand in the most
timely and cost-effective manner.

IMPORTANT: Ensure maintaining the highest ethical standards in all procurement

(goods and services) transactions, including relationship with vendors/service providers.
Qualifications/Requirements:
-

University Degree in Business Administration, Procurement, Logistics, Mathematics or

related field.

Minimum 2 years of relevant professional experience.

Knowledge of computer applications from MS Office (Word, Excel, PowerPoint)

Experience:
A minimum of 2 years of experience in procurement, supply chain etc. The ideal incumbent
should be experienced in managing resources, planning and organizing and possess strong
analytical thinking skills.
Language
Fluency in English (oral and written), with working knowledge of another relevant UN
language. Good knowledge of Urdu and other local languages is essential.
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).

Female candidates are encouraged to apply. Applicants are requested to send a covering letter
explaining their interest of the particular vacancy they are applying for along with the Personal
History Form (attached). Applications received without indication or reference to the position
title will not be considered. Candidates can submit their applications in writing or by e-mail to
pakishr@unhcr.org. For post related information kindly visit www.unhcrpk.org or
http://jobs.un.org.pk. Applications received only within the deadline are considered.