JOB DESCRIPTION

Deadline for Applications

October 13, 2025

Grade

GS6

Staff Member / Affiliate Type

General Service

Reason

Temporary > Temporary Assignment/ Appointment

Hardship Level

A (least hardship)

Family Type

Family

Residential location (if applicable)

Target Start Date

2025-11-01

Target End Date

2025-12-31

Standard Job Description

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.

Desired Candidate Profile

Operational Context

The AP Transitional Support Hub is established to provide transitional, centralized support to country operations across the Asia-Pacific region in the wake of structural and operational changes resulting from organizational reforms. With several field offices operating with limited capacities in support functions due to footprint reductions, the Hub plays a critical interim transitional role in ensuring continuity and quality of transactional services until GSS is fully operational and absorbs the functions of the Hub.

The Supply function of the Hub delivers supply related services to selected small and medium size operations, including providing support and guidance to certain modules in UNHCR finance/supply ERP System (Cloud ERP). The Supply Associate must provide procurement support and guidance and at times directly managing procurement requirements with a monetary value less than 40,000 USD for small and medium sized country operations. These services are guided by UNHCR Policies and Administrative Instructions governing procurement and Committees on Contracts. Standards and processes are aligned with global public standards and internal control frameworks.

The Supply Associate will work under the direct supervision of a Hub Manager, in close coordination with respective operations and the Supply Unit in the Regional Bureau for Asia and the Pacific. The position requires a good understanding of procurement processes, and a client-service mindset. The Supply Associate must further be able to work in a high-volume, fast-paced environment, managing multiple priorities and maintaining high standards of accuracy and compliance.

The work is considered transactional in nature but strategically significant, as it helps strengthen compliance with procurement rules and regulations and operational efficiency in some of the region’s most resource-constrained locations. The work further aims to improve data accuracy by providing guidance in use of UNHCR ERP finance and supply system referred to as Cloud ERP or in short CERP.

The Hub operates in a dynamic, multicultural environment that requires flexibility, adaptability, and a commitment to collaborative problem-solving.

Located in UNHCR Office in Kuala Lumpur, Malaysia, as part of AP transitional Support Hub, the Supply Associate operates under the supervision of the Hub Manager, with Functional technical dotted line to the Supply Unit in Regional Bureau of Asia and Pacific.

The Hub manager will provide general guidance and work plans for identifying work priorities and appropriate approaches. The incumbent will receive technical and functional guidance from the Supply Unit at the Regional Bureau on the supply related issues, in line with policies and procedures governing the Supply function. The Supply Associate should support the effective delivery of transactional Supply services for operations in the region, in alignment with organizational Supply rules, procedures, and internal controls.

Supply associate will:
• Support and guide on procurement actions for small and medium size operations for procurement transaction with monetary values below 40,000 USD.
• Support and provide guidance related to developing specs/TOR/SOW/BQ small and medium size operations for procurement transaction with monetary values below 40,000 USD.
• Provide support and/or on behalf of country operations manage certain modules in CERP such as PO and contract creation, receipt and put-away (goods), creation of Material Release Issue (MRIs) and Inventory classifications etc.

In addition to carrying out the responsibilities as described in the Standard Job Description, the specific responsibilities of the incumbent are to process supply transactions and provide support to countries on procurement requirements with a value below 40,000 USD.

The incumbent will contribute towards key performance Indicators in compliance with UNHCR Supply policies and procedures.

Skills for such would also be desirable, including the exposure to use of web-based, online tools.

S/he should be a strong team player, good communicator, flexible and proactive to support in managing range of issues, challenges, promoting collaboration and diversity in a multicultural environment.

Desired Candidate Profile:

• The candidate ideally has a good understanding and knowledge of UNHCR Supply Chain Policies, and Administrative Instructions governing procurement, logistics and inventory management
• Knowledge on public procurement standard is essential
• Client-focused with good communication and interpersonal skills
• Experience of working with Enterprise Resource Management (cloud based) management software (like Cloud ERP) or similar applications
• Understanding of internal controls and audit preparedness
• Strong attention to detail and numerical accuracy
• Technical knowledge in various areas
• Ability to manage priorities and meet deadlines in a high-volume environment
• Integrity, discretion, and professionalism

Functional Clearance

This position doesn”t require a functional clearance

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

,

,

Desired languages

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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

Education

Certifications

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

Work Experience

UNHCR Salary Calculator

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

Other information

Initial contract duration: 1 November – 31 December 2025, with the possibility of extension.