JOB DESCRIPTION

A (least hardship)

Family

Family

GS6

General Service

Reason

Regular > Regular Assignment

2025-10-01

August 19, 2025

Supply Associate

Organizational Setting and Work Relationships
The Supply Associate manages and supports 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.

The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. 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 performing the supply function. The duty of the incumbent is to support and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available resources.

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
– 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.
– 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 & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems. Ensure timely customs clearance of consignments.
– Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
– 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 operations, HQ entities and others, as applicable.
– Provide asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
– 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.

In the Regional Bureaux:
– Track the progress of specific operations and provide guidance that ensures timely implementation.
– Assist in coaching and advising individuals as requested.
– Track global Supply KPIs for the region and assist in devising 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.
– Support the work of the Regional Contracts Committee (RCC) through e.g. compiling and checking documents for RCC meetings, taking minutes, communicating decisions.

In the Country Operations:
– Ensure local liaison with partners to effectively support the supply activities.
– Manage storage of goods according to “best practices” and UNHCR rules and regulations.
– 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.
– 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.

– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience
Years of Experience / Degree Level
For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
n/a

Certificates and/or Licenses
Trade, Business Administration, Economics, Marketing
or a related field
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Not specified.
Desirable:
Other UN procurement and logistics training – such as IAPSO and UNPD.

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.

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.

Technical skills

Supply Chain Processes:

Experience in procurement and logistics
Familiarity with international supply chain operations.
Knowledge of UNHCR’s supply procedures, or familiarity with similar procedures in other UN agencies, NGOs or public organizations can be considered an asset.

ERP and Software Proficiency:

Working knowledge of UNHCR’s ERP system (Cloud ERP).
Proficient in Excel, Power BI, Power point, Word, and database management tools.

Contracting and Procurement:

Experience in preparing RFQs, ITBs, RFPs, and managing supplier contracts.
Knowledge of procurement ethics, sourcing strategies, and vendor evaluation.

Logistics and Inventory Management:

Knowledge of warehouse operations, goods reception, storage and dispatch procedures.
Monitoring stock levels and managing inventory records.
Data Analysis and Reporting:
Ability to compile, analyze, and present supply data for reporting and planning.
Use of tools for tracking KPIs, procurement plans, and logistics performance.

Languages:

Proficiency in English and Spanish is essential.

Deadline for Applications: August 20th, 2025 (Midnight, Geneva Time)

Candidates must be nationals or legal residents of Panama. The candidates who are not nationals of Panama but are legally residing in the country must demonstrate a proof of residency and work permit at the time of application.

Spanish

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English

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel

Nature of Position:
The position of Supply Associate (G6) is based at UNHCR’s Regional Bureau for the Americas in Panama City, within the Supply Unit. The incumbent works under the direct supervision of the Senior Supply Coordinator and provides technical and operational support to country operations and Multi-Country Offices in the Americas Region.

The Supply Associate supports the planning, coordination, and monitoring of regional supply activities, including procurement, logistics, inventory management. The role entails assisting with the preparation and review of solicitation documents, supplier evaluations, contract management, transportation and inventory management, in line with UNHCR’s supply policies and procedures. Day-to-day tasks also involve using UNHCR’s operating systems, such as Cloud ERP, Power BI and excel for transactional processing, data analysis, and reporting.

The incumbent facilitates the consolidation of regional procurement needs, supports the submission of procurement cases to the relevant Committees on Contracts, and assists with market research and supplier engagement when required. The role also includes contributing to the implementation of supply strategies and procurement plans, particularly in support of emergency preparedness and response as well as initiatives for fundraising from the supply unit.

This position requires close coordination with country offices, technical units, and HQ Supply colleagues, as well as regular interaction with external service providers and suppliers. The incumbent contributes to capacity-building efforts by sharing guidance and operational tools with colleagues in the field and promoting compliance with UNHCR’s supply chain standards and ethics.

Familiarity with regional logistics and procurement environments in the Americas is an asset. Proficiency in English and Spanish is essential for effective communication and operational support across the region.

Living and Working Conditions:

Panama City is classified ‘A’ Duty Station (Family) and has good infrastructure (health, housing, banking, transportation, telecommunications and recreational facilities) and good supply of goods and services, with no particular health hazards. -In terms of security Panama is relatively safe compared to other cities throughout Latin America and it is rated as security level ‘1 minimal’ whereas for Darién Province (border with Colombia) it is security level ‘2 low’. The city is a communication hub and it is possible to fly to all countries of the region with direct flights and it offers good options for travelling in general. -UNHCR offices are located in the Canal Zone, in a green area outside the city centre called ‘Ciudad del Saber’ where most of the other UN Agencies are also located, as well as International Schools, NGOs and research centres, etc. -The cost of living is relatively high for the region (reflected in the post adjustment), especially for housing and health, but it is easy to find accommodation on the private market, including in the area of the office in houses or in the city centre towers in modern apartments. Most of the food is imported except for sea products and some fruits and vegetables. There is a wide range of international schools, several of them offering IB curriculum including some in the office area. -In terms of recreational activities, Panama being a hub for the purchasing of goods for neighbouring countries, the city offers a lot of malls and doing shopping and going to malls is a common weekend activity. Cultural offer is limited but there is a good offer of restaurants and a dynamic nightlife. Beaches on the Pacific and Atlantic coasts are reachable within one hour by car or by boat directly from the city and there are some options for hiking too. There is also a relatively good range of sports activities.

 

Additional Qualifications

Skills

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-Warehouse Management

Certifications

Business Administration – Other, Economics – Other, HCR Learning Program – UNHCR, HCR Supply Chain Learning Program – UNHCR, IAPSO/UNDP Procurement – Other, Logistics – Other, Marketing – Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn”t require a functional clearance