Sudan

Supply Officer (Compliance and Risk Management)

Organization
Posted
Closing date

UNHCR, the UN Refugee Agency, is offering a an IICA full time position Khartoum RO Office Sudan.

The Supply Officer supports the supply activities at global, regional or country operations level. The position in a Country Office. The incumbent will be reporting to the Senior Supply Officer. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors to facilitate supply activities operations. The incumbent may functionally supervise general service staff in the office. As and when required, the incumbent will provide support to other units under the respective area of responsibility.

Title: Supply Officer (Compliance and Risk Management)

Duty Station: Khartoum, Sudan

Duration: through 31/12/2021

Contract Type: UNOPS International Individual Contractor – IICA 2

Closing date: 22 June 2021

Start date: ASAP

Operational context

S/he will ensure 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. The incumbent will also create/maintain offices' supply chain optimised and aligned with the operations' evolving needs and management systems.

The incumbent 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.

In addition, the incumbent will coordinate with SMS regarding policies on partner procurement, overall planning and management of resources that have an impact on Supply or where Supply has an impact on other parts of the operation.

The incumbent of the position is expected to have demonstrated experience in the following areas (these focused areas will be considered as added asset in the selection and evaluation process)

  1. Demonstrated Experience in Pre-Audit Reviews at the operational level.

  2. Demonstrated Experience in Contract Administration and follow-up on Contract Management

  3. Demonstrated Experience in Large Scale Procurement Planning

  4. Demonstrated Experience in conceptualizing and developing Standard Operating Procedures for Large and Complex Supply Operations in Constraint Environments Such as Sudan

  5. Demonstrated Experience in Partner Procurement Capacity Assessment in a Complex Environment

  6. Demonstrated Experience in Partner Procurement Capacity Enhancement

  7. Demonstrated Experience in Coordination of procurement with large number of partners for procurement of goods, Services and/or Civil Works of High Value and Volume.

  8. Demonstrated Experience in analysis and interpretation of large volume of data.

  9. Demonstrated Experience in Risk Assessment, Developing Registers with Corresponding Risk Mitigation Plans.

  10. Demonstrated Experience in Financial Management.

Duties and responsibilities

All 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 in the operation.

  • Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.

  • Contribute to the development of 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.

  • Support in Timely and proper preparation of procurement plans for the office and partners, establishment of the deadlines and monitoring of procurement plan and its implementation on regular basis.

  • Support in Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement by IPs

  • Support in Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms

  • Support in preparation of IPs SOPs on procurement management related activities to ensure that an efficient and effective procurement system is in place

  • Provide assistance in assessing the procurement capacity of IPs

  • Tracking of IPs performance on implementation of procurement plan

  • Reviewing partners procurement plan and processes and conducting pre-audit support as and when needed

  • Procurement data analysis for both UNHCR and its partners, its analysis and presentation of trend to stakeholders on regular basis

  • Monitor if relevant UN and UNHCR rules and regulations and other norms and standards, such as legislation, contractual arrangements and relevant standards are adhered to;

  • Follow up and advise on potential instances of non-compliance;

  • Review supply chain processes and develop recommendations for improvement.

  • Review compliance of supply management activities and transactions at headquarters and in country operations and provide tools for self-assessment by operations.

  • Advise on the development of policies, instructions and other guidance material.

  • Coordinate audit activities related to Supply Management within Sudan and the implementation of audit recommendations.

  • Maintain risk management registers within Supply Function for UNHCR Sudan Operation.

  • Contribute to the maintenance and enhancement of Fraud Prevention related to Supply Chain Management.

  • Develop and support quality processes, standards and procedures through Quality Assurance (detailed below).

  • Adapt standard supply chain structures to the local environment that are consistent with the operational needs.

  • 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 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.

  • Participate in Identifying, assessing and selecting vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.

  • Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards.

  • 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. 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.

  • 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.

  • Review past OIOS audit reports on partners, identify comments and recommendations, and support, monitor and report on their implementation.

  • Prior to the conclusion of Partnership Agreement (PA) with a partner, the Supply Officer, Partner Procurement shall conduct a procurement capacity assessment, as part of the Multi-Functional Team (MFT) shall conduct a comparative advantage review and based on the findings shall advise the chairperson of the Implementing Partnership Management Committee (IPMC) on the decision to entrust procurement to the partner.

  • She/he shall review procurement manuals of partners with Prequalification for Procurement status (PQP) assess their compatibility with UNHCR procurement rules and the principles of procurement and flag any incompatibilities to the Partner Procurement Unit of Supply Management Services.

  • The incumbent shall monitor Partners’ procurement activities and compile reports the progress made, while advising and supporting the partners as and when required.

  • She/he shall participate in partners’ project verification and join monitoring exercises and shall provide procurement inputs in the PMC-03: Project Verification Report.

  • The supply Officer, Partner Procurement shall identify partners’ staff training needs, and shall organize 2 trainings each year for all partners’ procurement and Admin staff in Sudan.

Essential minimum qualifications and professional experience required

6 years relevant experience with graduate degree; 4 years with master’s degree or 2 years relevant experience with Doctorate degree.

Field(s) of Education

Supply Chain Management;

Business Administration;

International Commerce;

Engineering;

or other relevant field.

Certificates and/or Licenses

Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS; CIPS level 4.

Essential

Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably UN with at least 5 years in international capacity. 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. Proven ability to manage a team.

Desirable

Database management skills and experience and working knowledge of ERP systems, ideally (in UN Agencies) in 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.

Functional Skills

UN-UN/UNHCR Administrative Rules, Regulations and Procedures;

SC-Supply Chain/Procurement Management;

*SC-UNHCR Procurement Rules and Procedures;

*Supply Chain planning and strategy development;

DM-Database Management

MG-Negotiation;

Language Requirements

Knowledge of English language.

Competency Requirements

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Managing Performance

Managing Resources

Empowering and Building Trust

Judgement and Decision Making

Cross-Functional Competencies:

Planning and Organizing

Analytical Thinking

Stakeholder Management

Location

The IICA will be based in Khartoum, Sudan with Travel to other states within Sudan.

Remuneration

Monthly fees range between USD $6000 to $12000, depending on the level of expertise of the candidate. Daily subsistence allowance for travel with Sudan will be payable as applicable.

How to apply

Interested applicants should submit their letter of motivation, Personal History Form (PHF) and CV to [SUDKH-HR@unhcr.org] indicating [Supply Officer (Compliance and Risk Management)] in the subject of the email.

Personal History Forms are available at PHF Form / Supplementary Sheet.

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.