Job Title Senior Supply Assistant
Type Internal/External
Type Of Contract Temporary Appointment

Vacancy Notice Internal/ External 001/Temp/2020
Position Number T/001/01/20
Number Of Vacancies 1
Location Kyangwali
Position Grade GS-5
Closing Date 2020-01-16
Organizational Context

The Senior Supply Assistant provides support supply to all local activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing in the operation.

The incumbent is supervised by a Senior Officer who provides regular guidance. S/he works independently on routine tasks while follows instructions of the supervisor or more complex issues. 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 the operation. The duty of the incumbent is to support the management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources.

Functional Statement

Accountability (key results that will be achieved)

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

Responsibility (process and functions undertaken to achieve results) 

Strategy

  • Apply UNHCR's procurement strategy when planning for purchase of important commodities and services.

Operational Support

  • Initiate custom clearance of consignments, draft exemption requests, and liaise with local agent.
  • Support warehouse management, and assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the supply chain.
  • Maintain accurate and comprehensive records on logistical activities and provide reports and updates periodically, and on request.

Infrastructure Support

  • Examine Purchase Requests to ensure conformity and liaise with requesters.
  • Prepare quotation requests and tenders, produce bid-tabulations from tenders and prepare Purchase orders for approval.
  • Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
  • Provide information on all procurement activities within area of responsibility.
  • Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation including registration and marking of new PPE, Physical verification of PPE, preparation of agreements, preparation of disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE.
  • Produce standard asset management reports and other asset information, periodically and when requested.

Business Support

  • Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.
  • Any other responsibility deemed necessary or as delegated by the Supervisor in order to meet the level of service required by the organisation.

Authority (decisions made in executing responsibilities and to achieve results)

  • Identify and assess vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
  • Determine routes and delivery schedules to meet demand in the most timely manner.
Required Competencies
  • Managing Resources
  • Analytical Thinking
  • Planning and Organizing
Essential Minimum Qualifications and Professional Experience
  • Completion of the Secondary School education with post-secondary training/certificate in Business Administration, Logistics, Warehousing or a related field is required.
  • Minimum 5 years of previous relevant job experience is required.
  • Fluency in English and working knowledge of another relevant UN language or local language is required
Desirable qualifications & competencies
  • Completion of UNHCR learning programmes or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP) is desirable.
  • Computer skills (MS Office and PeopleSoft/MSRP) is desirable.
  • Experience in customs formalities is desirable.
  • Experience in logistics or warehousing is desirable.
Operational Context

Kyangwali settlement is located in Kikuube District (New District), Kyangwali Sub-County and covers 142 Square Km. It is 50 Km away from Kikuube district and 95 km away from Hoima. Its original capacity was 100,000 refugees, however the Government of Uganda through OPM with its new policy of land distribution to refugees has increased the capacity of Kyangwali settlement to 200,000 individuals in preparation to respond to any influx. The settlement is currently composed of 6 zones, 29 villages and 334 blocks. As of 30th December 2019, the settlement hosts 116,914 individuals of 41,988 household and still receiving new ones in 2020 due to the deteriorating security situation in the neighboring countries.

With the limited staffing capacity, it’s difficult for the office to continue providing effective protection for refugees and asylum seekers to ensure continuous basic services to more than 116 ,000 refugees and asylum seekers.

It is in this regard that the need of a Senior Supply Assistant is very crucial in Kyangwali to maintain the flow of activities in the operation. The Senior Supply Assistant will report to the Head of Office and should have at least 2 years of relevant work experience in warehouse, NFIs management, Workshop and Logistic, fuel and fleet management, organization of LCC, tendering, among others. He/ she should have strong coordination skills and work well in a team of various actors including Implementing partners, District and Local Government, OPM and private companies. He/ she should have good understanding of UNHCR Program. The incumbent will be working closely with the Admin all sectors and expected to have a very good conduct.

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