Job Title Supply Associate
Type Internal
Type Of Contract Fixed Term

Vacancy Notice Internal Vacancy notice no. 014/2020
Position Number 10033681
Number Of Vacancies 1
Location Kampala
Position Grade GS-6
Closing Date 2020-09-21
Organizational Context

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

The incumbent is supervised by a Senior Officer who defines general work objectives and provides necessary advice and guidance. 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 the operation. The incumbent directly supervises general service staff in the office, and reports to the (Associate/Assistant) Supply Officer. The duty of the incumbent is to support and monitor the management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources

Functional Statement


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.

 Operational Support

Ensure timely customs clearance of consignments.

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.

Coordinate activities of implementing partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures.

Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.

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 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 sections.

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.

Provide asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested

Business Support

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.

Any other responsibility deemed necessary or as delegated by the Supervisor in order to meet the level of service required by the organisation.

Required Competencies
  • Analytical Thinking
  • Planning and Organizing
Essential Minimum Qualifications and Professional Experience
  • Completion of High school diploma is required.
  • Additional training/certificate in Trade, Business Administration, Economics, Marketing or a related field is required.
  • Minimum of 6 years of previous relevant job experience is required.
  • Knowledge of English 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
  • Other UN procurement and logistics training – such as IAPSO and UNPD is desirable
  • Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications is desirable.
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