Supply Associate – UNHCR

Job Description

Organization	United Nations High Commissioner for Refugees
Job Title	Supply Associate
Location	Khartoum, Sudan
Hardship Level	C
Family Type	Family
Closing Date	November 16, 2022

Terms of Reference

The candidate will be one of the focal points for custom clearance activities in Supply Section in Khartoum responsible for the following:

•  Perform and implement all custom clearance activities such as following upcoming Shipment, documents transactions and day-to-day related activities in accordance with customs clearance policies and procedures regulated by Sudan Government.
•  Follows up the arrival of the shipment to the final destination (Air/ Sea) and completes the customs clearance procedures to release the arrived Air/Sea International Shipments
•  Understand really the challenges and bottlenecks of the customs clearance process in Sudan
•  Have complete knowledge to prepare and confirmed all import permits from the Ministry of Internal Affairs and all import custom exemption documents, formats and formalities.
•  Demonstrate sound experience in dealing with Sudan local authorities and government entities involved in the customs clearance process (Ministry of Foreign Affairs, Ministry of Finance, Ministry of Health, Customs Office, TPRA, Customs authority, Military Intelligence
•  Receives & revising the original shipping documents from the Procurement section or Suppliers
•  Prepares the original documents & payment receipts for each cleared shipment.
•  Identifies incidents and emergencies that may be happened to the customs clearance activities and take appropriate actions to solve problems
•  Participating in the development of the Customs Clearance Section’s work plan and preparing work schedules and expediting workflow to improve the efficiency of the Customs Clearance activities
•  Suggesting plans and programs that strive to improve the effectiveness of the Customs Clearance activities.
•  Following up with the Freight Forwarders, couriers and shipping lines for inbound and outbound shipments.
•  Follow up shipments and documents with the freight forwarders, shipping lines and clearing agents.
•  Following up with the transporter(s) to ensure on time & complete delivery of cleared shipments.
•  Keeping records of all demurrages, detentions, storage costs and seaport charges etc. and follow up with the concerned buyers for settlements and implements preventive actions to avoid customs penalties.
•  Examining invoices and shipping manifests for conformity to tariff and customs regulations.
•  Preparing periodic reports with respect to Customs Clearance activities and achievements.
•  Ensure proper filing system of customs clearance documentation

Standard Job Description: Supply Associate

Organizational Setting and Work Relationships

The Supply Associate manages and supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & 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.

Duties

•  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 & 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 reconciliations, 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 & 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 related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

n/a

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

Trade, Business Administration, Economics, Marketing

or a related field

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

Relevant Job Experience

Essential: Desirable: Other UN procurement and logistics training ‘ such as IAPSO and UNPD.

Functional Skills

IT-Computer Literacy

SC-PeopleSoft 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 essential)

Language Requirements

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

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

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

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Required Languages: ,

Additional Qualifications: Skills

Education

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

Work Experience

Other information: This position doesn’t require a functional clearance