Functional Title: Supply Assistant
Position No: 10003052
Duty Station: Regional Support Hub, Nairobi
Date of Entry of Duty: January 2009
Duration of Appointment: Initially up to 31 December 2009
Category and Level: GL6
Closing Date: 12 November 2008
- Duties and Responsibilities
Under the direct supervision of the Senior Regional Global Supply Officer, the incumbent will perform the following duties and functions:
Supply
- Maintain specific internal control and develop self-evaluating criteria/procedures with the office to ensure that standards and quality of the supply function is adhered to.
- Prepares documents for customs clearances of internationally procured items and contacts authorities and other HCR offices to obtain all necessary authorisations and clearances.
- Co-ordinate transportation and distribution of items.
- Maintain records and files are required by UNHCR standards.
- Ensure that timely service is offered to users.
Sourcing
- Assist in the evaluation of purchase requisitions and authorisations to ensure that specifications, budgetary data and all other requirements are in order,
- Co-ordinate with main office/other offices and consolidate local procurement and contracting by ensuring UN financial rules and procedures, that standards and services are applied consistently.
- Assist in the evaluation of offers and draft bid tabulations to select the lowest acceptable bidder.
- Draft dispatch quotation requests and/or tenders.
- Prepare proposals for award of contracts to the Contracts Committee.
- Maintain and update the roster of UNHCR suppliers.
Knowledge and skills:
- Completion of secondary education;
- Technical courses and/or training in Trade, Business Administration, Economics, Marketing or related fields.
- Knowledge of computer software: spread sheets, databases, and word processing.
- Knowledge of computer software for purchasing and inventory control particularly UNHCR’s PeopleSoft application.
Experience:
- Previous job experience – 6 years;
- Past relevant experience relevant to the function – 6 years;
- Previous work experience in an international environment;
- Experience in customs formalities for import and export to Kenya and surrounding countries;
- Experience in logistics and warehousing particularly for international shipments.
Languages:
- Fluency in spoken and written English and Kiswahili;
- Knowledge of other UN language desirable.
Qualities and Competencies:
- Computer skills
- Communication skills
- UNHCR’s Supply Chain Learning Programme (SCLP)
- High sense of responsibility to deadlines particularly in the case of emergencies.
- Ability to work under pressure.
- Ability to work on own initiative and with minimum supervision.
- Proven team player with excellent inter-personal skills.
- Good organisational skills.
- Maintain courteous, impartial and objective relation with suppliers, export councils and UN agencies.
- The incumbant is required to apply analytical skills, exercise judgement and take initiative in procurement decisions
- High level of personal integrity and ability to demonstrate strict adherence to the UNHCR Code of Conduct.
Supervision exercised:
- General Service: May supervise some support staff
Work Relationships:
- Within UNHCR: Frequent contacts involving the exchange of relevant information, some of which may be complex, with main/other offices and seeking guidance from HQs.
- With External Parties: Frequent contacts with suppliers in the Region and external for refugees items, involving the exchange of relevant information some of which can be complex.
Impact of work:
- Damage the organisation by causing financial loss if bids are miscalculated and damage to beneficiaries by purchasing sub-standard items.
NB: Those who wish to be considered for this vacancy should apply in writing or by fax message (4222080) to the Admin./Finance Officer, Regional Support Hub, Lion Place, 4th floor, referring to VN No. IVN/RSH/08/006 on the envelope.
Staff members should consult APPC regulations 16-19 on eligibility to apply for a post within the GL category (APPC Procedural regulations of June 2006 refers).
Qualified Female Candidates are encouraged to apply.
IMPORTANT:
ONLY THOSE SHORT-LISTED FOR INTERVIEWS WILL BE NOTIFIED. LATE APPLICATIONS WILL NOT BE CONSIDERED.
