Associate Supply Officer

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



Standard Job Description

Associate Supply Officer

Organizational Setting and Work Relationships
The Associate Supply Officer supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management within the Area of Responsibility (AoR). The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office.

The incumbent is normally supervised by the (Senior) Supply Officer or other senior staff with supply oversight function who defines the objectives and provides general guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent normally supervises some staff and/or AWF.
In Bureaus and country operations s/he maintains regular contacts on working level with other UN agencies, UNHCR Partners, NGOs, government partners and commercial contractors in the area of operation.

S/he will support effective supply chain that enables the office to meet the needs of persons of concerns as well as timely delivery of quality goods and services to persons of concern. Further, the incumbent will assist in the maintenance of a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses, along with effective partners to support supply activities.

The Associate Supply Officer maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies, and International Organisations within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement actions if, as and whenever necessary.

The incumbent will support the coordination of the delivery of assistance from the regional warehouse, if applicable. S/he will liaise with SMS staff who manage the Global Stockpiles and who manage the Global Asset and Fleet Management, if and as required and if applicable.

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.

– Support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management, as applicable.
– Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
– Identify partners for supply chain projects based on objectives, priorities, strengths and resources of the UNHCR Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
– Develop relevant contacts and build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.
– Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
– Manage the vendor related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date.
– Oversee tender processes and manage the preparation of proposals for award of contracts to the relevant CoCs.
– Ensure the quality standards for commodities and services are respected by vendors in relation to the needs of the location and tender/purchase specifications.
– 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 and procurement strategy when planning for purchase of important commodities and services.
– Ensure timely customs clearance of consignments and establishment & maintenance of warehousing according to “best practices” and UNHCR rules and regulations.
– Manage an efficient system for the release, and redeployment of goods.
– Oversee and coordinate as required the release and transportation and of relief and other non-food items.
– 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
– Implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented.
– Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
– Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards and guidance on supply chain management.
– Support effective information flow in the supply chain and adapt process and documents to the prevailing environment.

In the Regional Bureaux:
– Support Country Operations in implementing supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented particularly in emergency context.
– Assist country operations achieving full compliance with rules & regulations in all supply activities.
– Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
– Facilitate training of supply staff and assist in coaching and advising individuals or Supply teams as requested.
– Track global Supply KPIs for the region and devise 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.
– 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.

In the Country Operations:
– Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
– Assist the office should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.
– Assist in the coordination with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).
– Support the establishment and maintenance of an efficient and skilled workforce that is capable of supporting on-going operations.
– Support the identification of partners for supply chain projects based on objectives, priorities, strengths and resources of the Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
– Implement effective asset and fleet management that regularly monitors the asset/fleet pool, increases efficiency safeguards the investment of the organisation.
– Support the coordination activities of Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures.
– Maintain an up-to-date overview of the location’s supply chain capacity and preparedness, as well as, that of its partners to ensure that adequate capacity exist also to cover emergencies.
– Depending on the size of the operation act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.

– Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

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

Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service oriented manner.
Database management skills and experience and working knowledge of ERP systems, ideally of UNHCR¿s MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Aviation services knowledge for movements of goods/passengers. Proven ability to manage a team.

Functional Skills
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Warehouse Management
SC-Asset Management
SC-Fleet Management
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-UN/UNHCR Procurement Rules and Procedures
IT-Computer Literacy
SC-Customs clearance
(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:


To view occupational safety and health considerations for this duty station, please visit this link:


Nature of Position:

As of 30 September 2022, the Democratic Republic of Congo (DRC) hosts 522,803 refugees in the country, including 213.331 Rwandan, 212,120 CAR, 56,972 South Sudanese, 42,387 Burundian, ROC 636 and other 510 refugees.

The provinces of Tanganyika and Haut Katanga have been plunged into a humanitarian crisis for the past two years as a result of the serious deterioration of the security situation. This situation has been characterized by a strong tendency toward militarization and frequent clashes linked to the growing activism of the Twa and Bantu militias in the territories of Kalemie, Manono, Moba and Pweto, with attacks and incursions into many villages. This forced the population to flee and find refuge in the bush, in host families and in the spontaneous sites that have sprung up around the town of Kalemie. Given the current security situation in Tanganyika and Haut Katanga, characterized by the activities of Twa and Bantu (Luba) militias, there has been a sharp increase in reports of human rights violations against the civilian population in the two provinces.

The Kalemie Sub-Office provides international protection and assistance to refugees and asylum seekers, internally displaced persons (IDPs) and returnee IDPs, returnees, and people at risk of statelessness. In Tanganyika province the statistics as of September 30, 2022 are: 347,265 internally displaced persons, 143873 returnees and 3,942 refugees and asylum seekers. The returnees from Zambia are mainly settled in the territories of Pweto in Haut-Katanga province and Moba in Tanganyika province. The sub-office is engaged in a large-scale repatriation operation that began in December 2021. To date, 2 464 households of 8 073 Congolese refugees from Zambia have been able to return home in safety and dignity.

On the economic front, the war between Russia and Ukraine has led to an increase in the price of basic necessities and transport, due to the rise in the price of fuel and the drastic reduction in the supply of wheat to Africa, of which the countries of Eastern Europe, particularly Russia and Ukraine, are major suppliers to the world. Global supply chain disruptions have resulted in a hike in prices, or outright unavailability, of medicine, further endangering the well-being of PoCs. This new crisis has also focused all attention, including donors’, leaving operations such as those in the DRC and Kalemie behind.  The PoCs are among the populations most affected by this particular situation, as they hardly receive any assistance.

The Kalemie sub-office has a fleet of 31 vehicles, 3 fuel storage tanks (2 tanks of 22,000 m3 each (GO) and 1 tank of 5,000m3 for the storage of gasoline) and manages three warehouses (2 rubhall of 800 m2 each and 1 in durable materials of 1,000 m2).


The Associate Supply Officer will report directly to the Head of Field Office.
His/her primary responsibility will be to assist with critical unmet needs in the Tanganyika Operation including managing and supporting all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management in the operation.

The Associate Supply Officer coordinates and supervises the implementation of all supply activities (Planning, Sourcing, Delivery, Asset Management and Support Implementation).

A sound knowledge of existing UNHCR Supply Chain Tools and Policies is imperative. Other UN procurement and logistics training are desirable.

The candidate must also be conversant with PeopleSoft/MSRP Supply Chain applications.

The incumbent liaises with other UN agencies, implementing partners and government departments and fully participates in the logistics cluster meetings for coordination of activities. Good negotiation skills are needed.

Excellent working knowledge in French and English is required as more and more reports, internal as well as external, are requested in English.


As Additional Relevant Skills: experience of work in MSRP, Focus, some skills in COMPASS are desirable.

Living and Working Conditions:


Kalemie, formerly Albertville, is a capital city of the Tanganyika province in the Democratic Republic of Congo. It is, with Baraka, one of the main cities on the western coast of Lake Tanganyika. It has an area of about 30,000 km2 and an estimated population of 707,021 (latest 2016 data). Staff members live in town where limited accommodation may be found. For some hotels, prices have already been negotiated with the HCR. There is electricity but it happens the electricity supply breaks down for some days or weeks and generator back up is required. The quality of the water is poor and most of the time is not available at night time and during periods of power outage. Housing opportunities are also very poor and expensive for rather low quality. Kalemie has a tropical savanna climate. There are very limited medical facilities in Kalemie that are not equipped to deal with serious medical cases. Evacuation opportunities are limited since there are only 2 flights per week. However, air ambulance evacuation can be organized for life threatening emergencies during day time. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. Malaria is the most common disease. As a general advice, applicants for the post should be psychologically prepared for the aforementioned context.

There are banking facilities at Kalemie.

Telephone and internet at work are not very reliable but the Office has effective PAMA and Wifi.

As a general advice, applicants for the post should be psychologically prepared for the aforementioned context. The Office is of the view that, all things being equal, the two year SAL should be upheld to avoid burnout. There is an R & R cycle of 6 weeks.
Kalemie security level is 3 (Moderate)


Additional Qualifications



FO-Complex field emergency operations, MG-Office Management, SC-Contract management, SC-Inventory / Stock management, SC-Public/Online Auctioning 


BA: Business Administration (Required), BA: Engineering (Required), BA: Logistics (Required), BA: Marketing (Required), BA: Mathematics (Required) 


Institute of Purchasing and Supply – Other 

Work Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned RefugeesCompetencies

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

UNHCR Salary Calculator


Bi-annual Compendium 2022 Part B – November 2022#4LKDN – job post also available on LinkedIn 





Functional clearance

This position doesn’t require a functional clearance