Assistant Representative – Supply

  • Salary:
  • Job type:
  • Posted:
    2 weeks ago
  • Category:
    Logistics, Supply Chain and Transportation
  • Deadline:
    December 15, 2022



Standard Job Description

Assistant Representative – Supply

Organizational Setting and Work Relationships
The Assistant Representative – Supply will work under direct supervision of the UNHCR Representative where s/he will advise and assist the Representative in the overall management of UNHCR’s supply chain activities within the country of assignment in support of the Organisation’s mandate. The incumbent is part of the senior management team in the UNHCR Representation, covering both the country and the region(s) that fall under the responsibility of the office. The duties of the incumbent include support, advise and monitor the management of material resources within the geographical regions covered by the office while exercising efficiency in the use of those resources. The incumbent will also have direct working relationship/arrangement with the Head of UNHCR offices that fall within the domain of the office and will also have a responsibility to monitor, coach, guide and intervene with the staff within the given area of responsibility. The incumbent will maintain regular contacts with the Representative and staff at HQ and in the field to consult, discuss operational issues and to seek common grounds for solutions on activities and programmes of importance to UNHCR. UNHCR is well integrated into the UN Resident Coordinator System.

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.

– Introduce enhancements to organisation, processes and/or tools through analysis and exploration of alternative approaches to resolve problems and/or to increase opportunities with the aim of improving efficiency. Establish plans for implementation, gather support, share information and train staff.
– Ensure that all major areas where UNHCR is exposed to loss of economic value such as warehouse stocks, vehicle accidents, goods in transit, etc. are covered by insurance.
– Develop a supply chain strategy, structure and budget that is aligned with the global strategy and inserted in the operations plans.
– Prepare strategies and plans for procurement and delivery of relief items according to UNHCR’s short-, medium- and long-term requirements.
– Develop and continually improve logistics and procurement planning tools and procedures to be used by UNHCR and Implementing Partners. Monitor procurement forecasts versus actual requirements so as to improve any shortcomings in the process.
– Draw up plans for the disposal and replacement of old and obsolete assets.
– Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plan.
– Evaluate feasibility of, and select partners for supply chain projects based on objectives, priorities, strengths and resources of the implementing partner and/or contractor. Develop the partner’s understanding of supply chain requirements and procedures, and assist in developing the partner’s capacity to draft project proposals, monitoring and reports on supply activities.
– Assist the operation in the overall management of UNHCR’s supply chain activities in an effective and efficient manner. Coordinate the work of the supply units so as to achieve operational objectives in a timely and cost-effective manner.
– Collect, interpret and analyse all available data on an emergency situation and its implications for the operation. Ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.
– Manage the performance and coordinate activities of implementing partners and/or Contractors performing supply related activities.
– Establish a network of relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, at an appropriate level, to foster mutual cooperation and developing trust to ensure timely delivery of relief items avoiding bottlenecks.
– Coordinate, manage and support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
– Establish a quality assurance processes for the operation which includes specific internal controls and self-evaluation criteria and procedures. Support the procurement and delivery processes to ensure timely, cost effective delivery of the right quality relief items.
– Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs.
– Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined.
– Build cooperative relations with donors and media seeking to encourage their commitment to UNHCR through the provision of timely and accurate information on supply related activities.
– Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.
– Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P5 – 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education
*Business Administration; *Commerce; *Engineering; *Supply Chain Management or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Institute of Purchasng & Suppl
HCR Supply Chain Lrng Prog
Supply Chain
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Minimum 10 years of previous work experience in progressively responsible functions in supply chain management, international trade practices or other relevant area; preferably in a UN agency
Supply chain learning programmes and/or other logistics related training. Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS, etc.

Functional Skills
*SC-Supply Planning
*SC-International Trade Standards (INCO)
(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.


Desired Candidate Profile


Required languages (expected Overall ability is at least B2 level):



Desired languages



Operational context

Occupational Safety and Health Considerations:

Kinshasa is currently a security level 2 duty station. The security situation in Kinshasa is relatively calm. The security related threats staff may face in Kinshasa are mainly from crime and civil unrest. Criminality is prevalent in Kinshasa, including Gombe commune in the city Centre. Criminality activities include street and house robbery, vehicle-related crimes such as break-ins. UN personnel are not specifically targeted, but criminals focus attacks on those perceived to have money and valuables. Identified crime actors are street children locally called Shegués, organized gangs and unemployed youth called Kulunas, and sometimes uncontrolled elements of the national security forces. Of special concern are armed robberies committed by criminals posing as policemen who target foreigners walking alone. These criminals present what looks like a legitimate ID card of the security forces, get the victim inside a vehicle and rob them of valuables before letting them go. UN personnel must also be aware of the danger from driving in Kinshasa. Road traffic accidents are the most common security incident for the UN in Kinshasa.


Nature of Position:

As of 30 September 2022, DRC hosts 522,803 refugees in the country and more than 5 million IDPs located mainly in the provinces of Ituri, Kasai, Kivu (north and south) and Tanganyika. As Protection Cluster lead, UNHCR plays a key role in supporting the DRC Government in implementing a durable solutions strategy to help end the protracted displacement in the country.  There are 5 sub-offices, all of which cover several field offices, employing more than 400 personnel, with presence in the provinces of Kasai, Ubangi, Kivu (north and south), Tanganyika and Haut Uele/Bunia.


The Assistant Representative – Supply will work under direct supervision of the Deputy representative for Programme where he/she will advise and assist the Representative in the overall management of UNHCR’s supply chain activities within the country of assignment in support to the Organization’s mandate.


The incumbent will maintain regular contacts with the Regional Bureau and staff at HQs and in the field to consult, discuss operational issues and to seek common grounds for solutions on activities and programmes of importance to UNHCR. Regular external contacts will include liaison with key stakeholders for UNHCR in any given regional framework, which may include Heads of National and/or international organizations, Embassies, other UN Agencies and High-ranking officials including Ministries in the national Government. The decisions taken by the Assistant Representative – Supply can directly influence the design and operation of UNHCR’s supply chain management in the country of assignment. Proposals may have a substantive effect on UNHCR’s policy on a wide range of issues in the country programmes. Errors could lead to significant damage to UNHCR’s major objectives in terms of time, quality and resources and have a major negative impact on the safety of refugees. The Office’s overall credibility could also be jeopardized.


Living and Working Conditions:

DRC is the third largest country in Africa, and as a result is quite diverse.  Living conditions therefore vary between UNHCR duty stations, with some amenities present in the capital Kinshasa, but only very basic conditions in remote duty stations in the provinces, where for instance, there may be no guarantee of public power supply nor running water.  Accommodation is very expensive in Kinshasa. There are several Supermarkets in town, but consumer items are generally very expensive. Local markets offer a much cheaper alternative for food items, but sanitary conditions are questionable.  Kinshasa is considered family duty station effective 1 January 2015, despite the fact that most facilities and amenities remain very basic in particular in terms of medical services. UN international personnel are only allowed to reside within an established Residential Security Perimeter in the capital.

The unit of currency is the Congolese Franc. The US dollar is the other preferred currency. It may be impossible to exchange travelers checks away from the capital city. Credit cards are usually accepted in major hotels only in Kinshasa. In larger towns and cities (e.g. Kinshasa, Goma, Bukavu, Kisangani), it is recommended to open US Dollar bank accounts, while in other places, banks may be absent (including ATMs) and payments will be processed in cash.

In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.


Additional Qualifications





BA: Business Administration (Required), BA: Commerce (Required), BA: Engineering (Required), BA: Supply Chain Management (Required) 


HCR Supply Chain Learning Program – UNHCR, Institute of Purchasing and Supply – Other, Logistics – Other, Supply Chain – Other 

Work Experience


Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Strategic planning & visions, Teamwork & collaboration

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Bi-annual Compendium 2022 Part B – November 2022 





Functional clearance

This position doesn’t require a functional clearance