Standard Job Description
Assistant Supply Officer Organizational Setting and Work Relationships The Assistant Supply Officer supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing assets & fleet management within the area of responsibility. 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 may supervise 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 Assistant 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. Contacts are predominantly with other UN agencies, Implementing partners and Government Departments on relevant subject matters at the working level. 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. Duties – 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. – Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request. – Manage tender processes and assist in the preparation of proposals for award of contracts to the relevant CoCs. – 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 manage warehousing according to “best practices” and UNHCR rules and regulations. – Maintain an efficient system for the release, and redeployment of goods. – Coordinate the release and transportation and of relief and other non-food items. – Analyse matters relating to sourcing & procurement activities, and deliver information on all sourcing & procurement activities within area of responsibility. Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections. – Provides asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested. – Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process. – 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, promote commitment to and monitor compliance with UNHCR’s global policies, standards and guidance on supply chain management. In the Regional Bureaux: – Support Country Operations on how to implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented. – Track the progress of specific periodic operations and provide guidance that ensures timely implementation. – 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. – Assist country operations in MSRP management. – 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: – Ensure that the local supply chain functions are optimised and aligned with the operations’ evolving needs and management systems, and there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements. – Coordinate supply activities of UNHCR Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures. – Through regular physical verification of PPE establish their status. – Propose old and obsolete PPE for disposal and plan for arrival of replacement items. – 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), and organisation of the physical verification of PPE. – Ensure that PPE agreements are properly issued and signed. Ensure proper preparation of disposal forms and cases for the Asset Management Board. Organize the disposal of PPE according to Asset Management Board decisions. – Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt local process to the prevailing environment. – Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For P1/NOA – 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree Field(s) of Education Business Administration, Engineering, Logistics, Supply Chain Management, International Commerce or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Supply Chain Learning Programme Fritz Institute Certificate in Humanitarian Logistics (CHL) Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS; (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential: Desirable: Other UN procurement and logistics training ¿ such as IAPSO and UNPD. Functional Skills SC-PeopleSoft Supply Chain Management IT-Computer Literacy SC-Supply Planning SC-Customs clearance SC-Logistics SC-Warehouse Management SC-Fleet Management SC-UN/UNHCR Procurement Rules and Procedures SC-Asset 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. 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
UNHCR Malaysia implements at least 50% of operational activities under direct implementation through various modalities including service contracts/agreements implemented by profit-making entities such as social enterprises, etc., and contracts directly with hospitals/suppliers etc.
Under the leadership of the Representative, the incumbent will work in close coordination with the Regional Supply function.
The incumbent should be able to lead and manage all office procurement and delivery activities, from needs assessment, sourcing, tendering to delivery and post-delivery reporting. The incumbent should be able to develop strategic plans to cater for the needs of the office in terms of procurement and manage the supply chain to have minimal disruptions for efficient delivery of goods and services. Therefore, the incumbent should have demonstrated experience in drafting and updating a comprehensive procurement plan based on the needs and resources of the office.
The incumbent will provide training to all nine (9) implementing partners on the UNHCR policy, rules and regulations on the procurement of goods and services, review the current procurement systems of partners, and assist in addressing the project audit observations including recurring findings on procurement, asset management, etc. Therefore, the incumbent must possess solid experience in reviewing and monitoring supply-related policies and regulations and in supply chain management. The incumbent must also possess strong training skills given that the position requires providing training, in coordination with the Regional Bureau Supply Unit, as well as workshops and other capacity-building initiatives to relevant UNHCR and Partner staff in the field of procurement, warehousing and asset management. The incumbent must also possess strong interpersonal, networking, negotiating skills and diplomatic skills and the ability to manage stakeholders. The incumbent will be the go-to person for any supply management related activities.
Candidates must be Malaysian nationals.
The minimum educational requirement for NPO positions is a completed university degree. UNHCR only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.
The position requires fluency in English and Malay languages.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
Only short-listed candidates will be notified. The recruitment process might include a written test and/or oral interview for this job opening. No late applications will be accepted.
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. The monthly net salary is between MYR 7,729.11 and MYR 9,738.34 depending on relevant experience. For information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations.
Required languages (expected Overall ability is at least B2 level):
To view occupational safety and health considerations for this duty station, please visit this link:
Malaysia is not party to the 1951 Convention or 1967 Protocol nor Statelessness Conventions, and it lacks legislative and policy framework for refugees. It is party to CEDAW and CRC. UNHCR therefore, is the primary provider of protection and assistance to approximately 180,000 refugees and other persons of concern in the country. The Government is well disposed to human rights and the plight of marginalized communities and has taken steps to address some issues, including the situation of foreign workers and refugees. It also has made commitments under the SDG framework and is supportive of the GCR. It is expected that the Government will engage on a progressive road map to implement a refugee protection framework to regularize temporary stay of persons registered with UNHCR and afford them with access to work. This could be achieved in the current immigration law in the short term while a dialogue for an enhanced refugee protection framework should continue to gain sustainable results. UNHCR current protection activities provided to refugees and PoCs include Registration, Refugee Status Determination, Resettlement and Durable Solutions while assistance is primarily focusing on life-saving activities such as health, education, livelihoods and community development/empowerment. An expansion of the UNHCR services and activities to areas outside Kuala Lumpur is an area of focus from 2019 onwards in order to move closer to the refugee communities, local government and civil society partners.
Kuala Lumpur is a modern and developed urban working environment. It is a category A duty station. Infrastructure, entertainment, medical and schooling services are of a good quality and readily available, albeit schooling is very expensive (given currently inadequate education grant support).
A seasonal environmental concern is severe air pollution caused by burning palm plantations in Indonesia and Malaysia. The severity of some months has resulted in schools being closed and WHO putting out a health warning for individuals who have respiratory and related health challenges.
The current UNDSS security classification for Kuala Lumpur is level ‘2’. Under UNDSS threat assessment, there are no major issues of concern to the UN system, although theft, robbery and the incidence of home invasions are on the increase.
IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-UN/UNHCR Procurement Rules and Procedures, SC-Warehouse Management
Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Engineering, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Mathematics
Fritz Humanitarian Logistics – Other, HCR Supply Chain Learning Program – UNHCR, Institute of Purchasing and Supply – Other
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Stakeholder management, Teamwork & collaboration
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This position requires Functional Clearance