Operational Context
The Senior Supply Assistant manages and supports all logistics activities in UNHCR’s warehouse in Boa Vista, including planning, sourcing, procurement, transport, customs clearance, and warehousing management within the area of responsibility (AOR).
The incumbent is supervised by the Associate Supply Officer or other senior staff overseeing logistics, who provides general guidance and defines objectives.
The incumbent will ensure local supply chain functions are optimized with a flexible infrastructure to accommodate changing requirements while maintaining effective information flow and building collaborative relationships with UN agencies, partners, and government authorities. They will manage inventory, ensure compliance with supply and financial rules, conduct transport needs analyses, and oversee procurement and transport infrastructure. Additionally, they will manage service-level penalties, confirm deliveries, and support the establishment of a skilled workforce. Periodic tasks include inventory checks, year-end closing, and country-level warehouse reviews.
The Senior Supply Assistant maintains ethical, customer-oriented relations with suppliers and partner organizations and exchanges information with counterparts in other UN agencies and international organizations, adhering to UN/UNHCR Procurement Rules.
Desired Candidate Profile
Experience in dealing with Emergencies and in interagency logistics coordination in emergency contexts in particular. Other UN procurement and logistics training. Experience in commercial air charter operations. Experience in customs formalities. Experience in logistics or warehousing.
IMPORTANT INFORMATION:
Eligibility:
This position is advertised to internal and external applicants. Candidates must be legally present in Brazil at the time of application, recruitment, and hire. Only Brazilian citizens or candidates legally present in Brazil will be considered eligible.
Remuneration:
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training, or any other fees). A competitive compensation and benefits package is offered depending on relevant experience as per the requirements of the job advertisement.
Language Requirements:
Portuguese as mother tongue and Working Knowledge of English are essential.
Contract duration:
Until 31st December 2024, with the possibility of extension.
Applications:
All applications must be submitted online in Workday. Email applications will not be accepted. Incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted.
Standard Job Description
Senior Supply Assistant
Organizational Setting and Work Relationships
The Senior Supply Assistant provides supply support to 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 (AoR).
The incumbent is supervised by a higher-level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while following instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners, and commercial contractors in the area to facilitate performing the supply function.
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.
Apply UNHCR's sourcing & procurement strategy when planning for the purchase of important commodities and services.
Initiate custom clearance of consignments, draft exemption requests, and liaise with local agents.
Support warehouse management, assist with planning of goods & services deliveries, and provide information on the status of requests and the availability of items in the supply chain.
Maintain accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request.
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 the AoR.
Produce standard asset management reports and other asset information, periodically and when requested.
Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.
Minimum Qualifications
Education & Professional Work Experience
For G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.
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.
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