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Job vacancies at UNHCR in Dar es Salaam, Tanzania

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Senior Supply Officer Jobs

Procedures and Eligibility

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

ORGANIZATIONAL CONTEXT

The post of Senior Supply Officer takes on the role of leading, coordinating and supervising all supply activities within a country or operation. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate the operation. The incumbent directly supervises professional and general service staff in the operation, and reports to the Representative or the Deputy Representative (Operations) at the same level as the Programme and Administration functions. 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.

FUNCTIONAL STATEMENT

  • UNHCR has an effective local supply chain that enables the country operation to meet the needs of persons of concern.
  • UNHCR delivers timely and quality goods and services to its country operations and persons of concern.
  • The country has a local infrastructure that is robust and flexible enough to accommodate the needs of its operation, and timely response to emergency.
  • The operation has effective partners to support supply activities.
  • The local supply chain is optimised and aligned with the operation's evolving needs and management system.
Responsibility Strategy
  • Develop a supply chain strategy, structure, and budget that is aligned with the global strategy and inserted in the operations plans.
  • Prepare plans for delivery of relief items according to UNHCR's short and medium-term requirements.
  • Plan and develop an effective procurement strategy for the geographical area of responsibility taking into account the procurement of important commodities and services in advance. Use procurement planning tools to their best effect to produce realistic procurement plans. Implement the plan then periodically review it to ensure maximum effectiveness and efficiency.
  • 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.
  • Determine the criteria and profile for the country operation's supply workforce.
Operational Support
  • Evaluate the feasibility of, and select partners for supply chain projects based on objectives, priorities, strengths and resources of the implementing partner and/or contractor, according to criteria consistent with UNHCR rules and procedures.
  • Assess the environment and situation in which a supply operation will take place. Implement supply operations in the field in the best manner possible through elimination of obstacles.
  • Coordinate the work of the supply units so as to achieve operational objectives in a timely and cost-effective manner. Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR. Implement management tools and resolve difficulties by finding solutions to problems and bottlenecks through development of innovative solutions to problems that meets the needs of refugees and other persons of concern.
  • Coordinate, manage and support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the operation. Apply distribution control techniques to optimise stock levels.
  • Manage the performance and coordinate activities of implementing 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 UNHCR's country-level supply chain capacity and preparedness, as well as, that of its partners to ensure that adequate capacity exist also to cover emergencies.
  • Sustain the supply chain's capacity throughout an emergency and ensure an efficient flow of relief items to the persons of concern. Rapidly respond to changing needs and quickly reallocate resources when required.
  • Develop relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, to foster mutual cooperation for the timely delivery of relief items avoiding bottlenecks.
Infrastructure Support
  • Coordinate, manage and support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
  • Research the market, identify, assess and select vendors based on their capability for timely delivery of the right quality commodities and services. Maintain vendor and item master databases.
  • Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organisation.
  • nalyse the quality of commodities and services delivered in relation to the needs of the operation and established quality standards. Establish a quality assurance processes which includes specific internal controls and self-evaluation criteria and procedures.
Business Support
  • Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
  • Set up and adapt standard supply chain structures to the local environment that are consistent with the operational needs. Ensure effective information flow in the supply chain and adapt process and documents to the prevailing environment.
  • Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project execution against the plans and take action when actual implementation deviates from plans.
  • 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.
  • Establish and maintain an efficient and skilled workforce that is capable of supporting on-going operations.
  • Any other responsibility deemed necessary or as delegated by the Supervisor in order to meet the level of service required by the organisation.
  • Allocate resources in compliance with the resources allocation framework and determine the country operation's supply chain structure (including the location of warehouses, Supply officers, trans-shipment points and other infrastructure).
  • Determine shipment methods, routes and delivery schedules to meet demand in the most timely and cost-effective manner.
  • Award, approve and terminate local contracts and frame-agreements in accordance with delegated authorities, as well as, relevant UNHCR regulations, rules and procedures.
  • Enforce local compliance with relevant UNHCR regulations, rules and procedures related to supply chain.
  • Approve the criteria and profile for the country operation's supply chain workforce within standards established by UNHCR.
  • Appraise the performance of supervised staff.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

  • Graduate degree (equivalent of a Master's) in Economics, Business Administration, Logistics or related fields plus minimum 8 years of previous work experience relevant to the function. Undergraduate degree (equivalent of a BA/BS) plus 9 years or Doctorate degree (equivalent of a PhD) plus 7 years of previous relevant work experience may also be accepted. 
  • Excellent knowledge of English and UN working language of the duty station if not English.

DESIRABLE QUALIFICATIONS & COMPETENCIES

  • Completion of  UNHCR learning programmes or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP).
  • Other UN procurement and logistics training - such as IAPSO and UNPD.
  • Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications.
  • Knowledge of additional UN languages.
This is a Standard Job Description for all UNHCR Senior Supply Officer positions. 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.

Position Competencies

C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M001L3 - Empowering and Building Trust Level 3
M006L3 - Managing Resources Level 3
M002L3 - Managing Performance Level 3
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
M005L3 - Leadership Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3
Additional  Information
The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
See below for this postion's Operational Context 
Additional  Information
For those people applying for High Risk Duty Stations, we strongly encourage them – before deciding to apply- to read the country specific security and welfare country profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.
Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.
Desirable Attributes
Under the direct supervision of the Assistant Representative (Prog), the Senior Supply Officer will implement the Supply Chain strategy, while ensuring structuring and the budget are aligned with the global strategy. He/she will plan and develop an effective procurement strategy for the operation taking into account the procurement of important commodities and services in advance.
The Senior Supply Officer will ensure adequate capacity to respond to an emergency and develop contingency plans for the supply functions as part of the operation.  He/she determine and provide guidance for the criteria and profile for the country operation's supply workforce.  Heading the Supply Unit, the Senior Supply Officer has direct supervisory role at the Country Office and provides guidance for all procurement needs to field locations.
Candidates should have completed UNHCR Leaning programmes or specific training such as the Supply Chain Learning Programme (SCLP).  Possession of UN procurement and logistics training such as IAPSO an UNPD with good working knowledge and experience of PeopleSoft/MSRP Supply Chain applications.
Desirable Attributes
Ideally, the candidate should have very good experience in handling all supply functions including procurement and logistics in large, complex and multi-facetted operations with difficult working and living conditions.  He/she must have the ability to apply the existing rules and regulations and to adapt them to changing situations when required. While the incumbent will be based at the Representation Office in Dar es Salaam, he/she will be expected to coordinate and oversee Supply related activities in all field locations. Considering the size of the UNHCR Tanzania operation, this requires sound planning skills and the ability prioritize among competing needs. As part of the One UN approach, the incumbent will represent UNHCR in the relevant working groups where issues of common interest and concern to all UN Agencies present in Tanzania in the areas of operational delivery are discussed.
Current Situation
Tanzania currently hosts approximately 330,000 refugees and asylum-seekers, mainly from Burundi and the Democratic Republic of Congo (DRC) with 87% living  in three camps - Nyarugusu, Nduta and Mtendeli ¿ located  in the Kigoma Region in North-Western Tanzania.
The political context and protection environment in Tanzania continues to evolve. Since 2017, restrictions on access to territory and asylum have increased. As  the protection environment continues to be challenging,  our ability  to connect, communicate and  advocate for refugee rights and protection is vital for ensuring  refugee potection and to see to it that protection  space is  maintained.
Since September 2017, UNHCR has been involved in the voluntary repatriation of Burundian refugees following a Tripartite Commission Meeting with the United Republic of Tanzania, Republic of Burundi, and UNHCR. Over 50,000 refugees have returned to the Burundi, since the operation started in September 2017.  While UNHCR is not promoting return, it is supporting the operation to ensure that returns are based on the principles of voluntariness and informed decisions.
The Tanzania operation is severely underfunded and the lack of consistent and sufficient resources is felt acutely in all sectors. The potential for a new influx from the Democratic Republic of Congo remains high, as preparations for the December 2018 election kick off. Similarly, the situation in Burundi remains tense due to unresolved political tensions and continued displacement inside and outside the country. Because of the above operational dynamics, human resource management in the Tanzania Operation is complex, as it requires regular re-configuration of the staffing structure.
Working and Living Conditions

Dar es Salaam is the major city of the United Republic of Tanzania where the Representation office is situated. The location of the Representation Office is in Masaki, Rufiji Street, and Off Haile Selassie Road. Most international staff members live in the seaside neighborhoods of Masaki and Oyster Bay, and to a lesser extent in Msasani and Mikocheni all of which cluster in and around a peninsula to the north of the city Centre.  Masaki and Oyster Bay share the advantages of having a good concentration of internationally-oriented housing and amenities including shops, schools and medical facilities; all are comparatively secure, and of course, enjoy the benefit of being close to the sea. The cost of living is considered high.
Security Considerations
The duty station can be described as relatively safe with a stable political environment.  However, caution should be exercised when walking in the dark.
Additional Factors
Closing Date
Please note that the closing date for vancancies in the Addendum 3 is Thursday 24 January 2019 (midnight Geneva time)

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