Assoc Supply Off (WH Mgt)

Associate Supply Officer (Warehouse Management)

ORGANIZATIONAL CONTEXT

The Associate Supply Officer (Warehouse Management) manages and supports all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance and warehousing management in the operation.

The incumbent is supervised by the Chief of Section (Operational Support) who defines the objectives and provides general guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent normally supervises some support staff.

Contacts are predominantly with other UN agencies, Implementing partners and Government departments on relevant subject matters at the working level.

FUNCTIONAL STATEMENT

Accountability

- UNHCR delivers timely and quality goods and services to persons of concern in compliance with supply chain rules and procedures.
- The local supply chain function is optimised and aligned with the operations' evolving needs and management systems and has an infrastructure that is robust and flexible enough to accommodate operational requirements.
- Supply chain activities are supported by effective partners.

Responsibility

- Ensure that stock records at the GSM-Warehouse are up-to-date at any time with particular emphasis given to the accuracy of filling in Bin Cards, Goods Receipt Notes, Warehouse Issue Orders and Waybills, ensuring that all warehouse book-keeping records must contain the cross-referenced information on the goods' description, dates of commodity movements, Purchase Order (PO) numbers.
- Ensure the execution of proper goods receipt procedures, including the availability of receipt signatures on every Waybill and Goods Receiving Note, and that Loss/Damage Reports with the related supporting documents and photos, if applicable, are correctly filled in and submitted in timely manner, as and when required.
- Conduct regular stock counts at the GSM- Warehouse.
- Ensure that a proper filing system at the GSM- Warehouse is established and accurately maintained for all stock movements and records.
- Monitor and control the replenishment patterns for the GSM-Warehouse from suppliers in close liaison with SMLS Budapest.
- Ensure that the UNHCR standards for the warehouse fire safety and security are in place.
- Identify 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 regulations.
- Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on warehouse activities, the status of requests and the availability of items in the supply chain.
- Ensure timely customs clearance of consignments, and manage storage of goods according to "best practices" and UNHCR rules and regulations.
- Maintain an efficient system for the release, distribution and redeployment of goods.
- Coordinate and organize transportation of relief items.
- Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.
- 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.
- Analyse the existing infrastructure and ensure that it is optimally aligned with the operational needs.
- Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined. Monitor the project implementation and report on progress.
- 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.
- 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.
- Any other responsibility deemed necessary or as delegated by the Head of Supply Logistics Management Service in order to meet the level of service requires by the organisation.

Authority

- Determine shipment methods, routes and delivery schedules to meet demand in the most timely and cost-effective manner.
- Award, approve and terminate local contracts in accordance with delegated authorities, as well as, relevant UNHCR regulations, rules and procedures.
- Enforce compliance of supervised staff with relevant UNHCR supply chain regulations, rules and procedures and appraise their performance.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- University Degree in Business Administration, marketing, Engineering, Logistics, Mathematics or a related field.
- Minimum 4 years of previous relevant job experience.
- Fluency in English and French with working knowledge of another relevant UN language.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Computer skills including familiarity with Statistics and People Soft (MSRP).
- Experience in warehouse management and/or logistics.
- UNHCR or UN field experience.
- 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.