Apply for Supply Associate, Lusaka, Zambia Job Vacancy | Position

Grade: GS6

Staff Member / Affiliate Type: General Service

Reason: Temporary > Temporary Assignment/ Appointment

Hardship Level: B

Family Type: Family <p></p><p></p>

Residential location (if relevant): Target Start Date: 2025-01-01

Target End Date: 2025-06-30

Deadline for Applications: January 2, 2025

Standard Job Description: Supply Associate

Organizational Setting and Work Relationships

The Supply Associate manages and helps all actions pertaining to the provision chain perform together with planning, sourcing & procurement, transport, delivery, customs clearance, warehousing, property & fleet administration and monitoring inside the space of duty.

The incumbent is supervised by the next degree provide place and receives common steerage and directions from the supervisor on successive steps. The incumbent could supervise some employees within the workplace. The incumbent maintains common contact on a working degree on routine points with different UNHCR workplaces, UN businesses, NGOs, authorities companions and business contractors within the space to facilitate performing the provision perform. The responsibility of the incumbent is to assist and monitor the provision actions assigned to him/her inside the geographical space lined whereas exercising effectivity in using the accessible assets.

All UNHCR employees members are accountable to carry out their duties as mirrored of their job description. They achieve this inside their delegated authorities, consistent with the regulatory framework of UNHCR which incorporates the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions in addition to related accountability frameworks. In addition, employees members are required to discharge their tasks in a fashion in keeping with the core, practical, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for variety.

Duties

• In compliance with provide chain guidelines and procedures, assist the associated provide actions to facilitate UNHCR finish to finish processes leading to a well timed and high quality supply of products and companies to individuals of concern.
• Prepare plans for supply of aid and different non-food objects in line with the operational wants and repeatedly replace the knowledge in UNHCR IT programs
• Apply UNHCR’s sourcing & procurement technique when planning for buy of essential commodities and companies. Update the knowledge in UNHCR IT programs. Ensure well timed customs clearance of consignments.
• Maintain correct and complete data on provide actions and supply well timed experiences and updates each periodically and on request.
• Evaluate buy requisitions to make sure that specs, supply dates and all different necessities are so as.
• Draft and dispatch citation requests and/or tenders, and help within the analysis of gives and draft bid-tabulations, put together proposals for award of contracts to the Committee on Contracts.
• Prepare Purchase Orders and ship confirmations, requests for inspection and different correspondence, and monitor the manufacture/transport of ordered items to make sure well timed supply.
• Provide steerage and recommendation on UNHCR procurement insurance policies and procedures to assist and help requesting operations, HQ entities and others, as relevant.
• Provide asset administration experiences, customised experiences, and gathers data on all property and offers in-depth experiences periodically and when requested.
• Monitor the standard and accuracy of provide chain associated information in related enterprise programs. Compile and analyse statistical data, establish traits and developments in provide chain associated issues that can help in determination making.
• Disseminate and promote UNHCR’s international insurance policies, requirements and steerage on provide chain administration.

In the Regional Bureaux:

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• Track the progress of particular operations and supply steerage that ensures well timed implementation.
• Assist in teaching and advising people as requested.
• Track international Supply KPIs for the area and help in devising regional ones, as required.
• Monitor all periodic Supply workouts similar to month-to-month reconciliations, quarterly bodily stock workouts, and year-end accounts closure procedures and be certain that they’re carried out all through the area and supply related experiences to senior managers.
• Assist nation operations in MSRP administration.
• Support the evaluation of nation monetary experiences and work with the Country Operations Supply Team leaders to handle purple areas regarding Supply features of operations.
• Support the nation wants evaluation plans and help in combining them into regional procurement plans and monitor their well timed implementation and adjustments primarily based on operational wants.
• Support the work of the Regional Contracts Committee (RCC) by means of e.g. compiling and checking paperwork for RCC conferences, taking minutes, speaking selections.

In the Country Operations:

• Ensure native liaison with companions to successfully assist the provision actions.
• Manage storage of products in line with “best practices” and UNHCR guidelines and rules.
• Coordinate provide actions of UNHCR Partners and/or contractors performing provide associated actions, and be certain that they perceive and cling to related UNHCR guidelines and procedures.
• Implement efficient asset and fleet administration that repeatedly screens the asset/fleet pool, saves price and safeguards the funding of the organisation together with receipt, inspection, registration & marking of recent Property, Plant and Equipment (PPE), organisation of the bodily verification of PPE, be certain that PPE agreements are correctly issued and signed, and preparation of disposal kinds and instances for the Asset Management Board, and organise the disposal of PPE in line with Asset Management Board selections.
• Support the identification and administration of dangers and search to grab alternatives impacting targets within the space of duty. Ensure determination making in threat primarily based within the practical space of labor. Raise dangers, points and considerations to a supervisor or to related practical colleague(s).

Perform different associated duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G6 – 3 years related expertise with High School Diploma; or 2 years related work expertise with Bachelor or equal or increased

Field(s) of Education

n/a

Certificates and/or Licenses

Trade, Business Administration, Economics, Marketing

or a associated subject

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

Relevant Job Experience

Essential: Not specified.

Desirable: Other UN procurement and logistics coaching – similar to IAPSO and UNPD.

Functional Skills

IT-Computer Literacy

SC-PeopleMushy Supply Chain Management

SC-Supply Planning

SC-Customs clearance

SC-Logistics

SC-Warehouse Management

SC-Asset Management

SC-Fleet Management

(Functional Skills marked with an asterisk* are important)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the responsibility station if not English.

For National Professional jobs: Knowledge of English and UN working language of the responsibility station if not English and native language.

For General Service jobs: Knowledge of English and/or UN working language of the responsibility station if not English.

All UNHCR workforce members should individually and collectively, contribute in direction of a working surroundings the place every particular person feels protected, and empowered to carry out their duties. This consists of by demonstrating no tolerance for sexual exploitation and abuse, harassment together with sexual harassment, sexism, gender inequality, discrimination and abuse of energy.

As people and as managers, all should be proactive in stopping and responding to inappropriate conduct, assist ongoing dialogue on these issues and talking up and searching for steerage and assist from related UNHCR assets when these points come up.

This is a Standard Job Description for all UNHCR jobs with this job title and grade degree. The Operational Context could include extra important and/or fascinating {qualifications} regarding the precise operation and/or place. Any such necessities are integrated by reference on this Job Description and shall be thought-about for the screening, shortlisting and number of candidates.

Desired Candidate Profile: Operational Context: As of finish of November 2024, the nation hosts 106, 541 individuals that require UNHCR’s steady safety assist together with 79, 244 Refugees, 9, 490 Asylum seekers and 17, 807 Former refugees (Angolan & Rwandan). While a giant part of the inhabitants has been in Zambia for a long time, the operation has additionally been repeatedly receiving new arrivals, for occasion at a median of 200/week in 2024. UNHCR has a Representation Office in Lusaka, with two subject workplaces in Solwezi and Kawambwa and is planning to open one other subject workplace in Kaoma.

Nature of the place

The Supply Associate experiences to the Supply Officer in Lusaka and conducts and/or helps provide associated actions to facilitate UNHCR finish to finish processes leading to a well timed and high quality supply of products and companies to Forcibly Displaced People in Zambia. S/he prepares provide chain administration plans, implement them in compliance with UNHCR’s international insurance policies, requirements and steerage on provide chain administration and supply well timed data and updates (each periodically and on request) on the standing of requests and the supply of things within the completely different steps of the provision chain. S/he maintains correct and complete data on provide actions and screens the standard and accuracy of provide chain associated information in related enterprise programs; compile and analyse data, establish traits and developments in provide chain associated issues that can help in determination making. S/he works with the Assistant Procurement Officer to draft and dispatch citation requests and/or tenders, help within the analysis of gives and draft bid-tabulations and put together proposals for award of contracts to the Committee on Contracts. S/he helps warehouse administration; monitor the transport of ordered items to completely different settlements to make sure well timed supply.

S/he’s accountable that PPE (Plant, Property and Equipment) agreements are correctly issued and well timed signed; the standing of PPE established by means of common bodily verification and the disposal course of for the previous/out of date objects is carried out in accordance with Asset Management Board selections and plan for alternative objects. S/he’s accountable for offering administration with asset administration experiences, customised experiences, and collect data on all property and supply in-depth experiences periodically and when requested. The place is for a 6 months’ Temporary Appointment with risk of extension.

Desired Candidate profile: The candidate will need to have confirmed expertise in Supply Chain roles and tasks masking coordination, provider administration, monitoring and reporting. Moreover, the candidate should possess proficient abilities and information in provide chain administration masking procurement, logistics, transport and warehousing. The candidate will need to have demonstrated technical and efficient comfortable administration abilities together with the flexibility to successfully negotiate and talk, together with a confirmed capability to cope with a number of duties with pace, in a courteous and service-oriented method. The candidate will need to have demonstrated capability to plan and organise work assignments, typically underneath shut deadlines. The incumbent will need to have wonderful English communication abilities and be an efficient and clear communicator orally and in writing.

Functional Clearance: This place does not require a practical clearance

Required languages (anticipated Overall capability is at the least B2 degree): ,

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Desired languages: ,

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Additional Qualifications: Skills

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleMushy Supply Chain Management, SC-Supply Planning, SC-Warehouse Management

Education

Certifications

Business Administration – Other, Economics – Other, HCR Learning Program – UNHCR, HCR Supply Chain Learning Program – UNHCR, IAPSO/UNDP Procurement – Other, Logistics – Other, Marketing – Other

Work Experience

UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales

Other data: Shortlisted candidates could also be required to take a seat for written take a look at and/or oral interview