Org. Setting and Reporting

This position is located in the Supply Chain Management Service of the United Nations Support Office in Somalia (UNSOS), with duty station Nairobi. The Supply Officer will report to the Chief, Acquisition Management Section within the Supply Chain Management Service.

Responsibilities

Within delegated authority, the Supply Officer will carry out the following duties:
• Assists Chief of Section on the execution of internal controls over acquisition activities and support functions.
• Prior to the budget formulation, liaises with technical units to prepare their projected demand in order to establish the mission’s annual demand plan (i.e. draft
acquisition plan) based on mission priorities;
• Consolidates budget projections and demand plans from technical units through review of stock holdings, consumption patterns, procurement cycle times,
requirements and forecasts of internal and external customers.
• Develops, reviews, monitors, assesses and manages acquisition plans for the provision of goods and services.
• Contributes to the execution of internal controls over acquisition activities and support functions.
• Advises recipient entities and technical units periodically on the progress of acquisition activities and detailed status of implementation of the acquisition plan,
including a full range of procurement and other supply chain issues encountered, providing them with support and guidance at all stages of the procurement
cycle, and prepares the quarterly review for submission to UNGSC, etc.
• Plans and prepares current cost estimates/budget implications and long-term forecasts of Organization’s requirements for machinery, equipment, tools,
materials, services, supplies, food aid, utilities, etc.
• Designs, develops and updates relevant software for tracking, reconciliation, and costing purposes
• Initiates actions leading to procurement, maintenance and disposal of items.
• Establishes and/or reviews mission requirements. Initiates actions to fulfil and control these requirements.
• Ensures that accurate, reliable and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained in
UMOJA or any other system used by the UN.
• Monitors operations to ensure that all Acquisition Management Section operations KPIs are met. Put in place measures to address challenges that can lead to
failure to achieve any KPIs.
• Analyzes problems, audit and performance reports on mission activities and provides remedial action programmes where required.
• Prepares reports from Umoja, review them for any discrepancies and take necessary action to correct any discrepancies and / or incomplete transactions
identified in the reports.
• Monitors stocks in transit and liaise with Inbound Delivery on the delivery status and current location of the goods until when the goods are received.
• Maintains accurate allocation and control of all equipment and stores received, stored and distributed by the mission.
• In liaison with Receiving and Inspection (R&I) and inbound delivery coordination units , ensures cargo delivered by vendors are received promptly.
• Represent the section in various meetings, including Integrated Business Planning (IBP) meetings.
• Provides guidance to and/or supervises new/junior staff.
• Performs other duties as required.

Competencies

Professionalism: Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, acquisition planning, warehousing, inventory management, distribution and procurement. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Technical or vocational certificate in business administration, public administration, engineering, law or other relevant field is required.

Training in Demand Driven Planning and Supply Chain Planning Tool is desirable

Work Experience

A minimum of ten (10) years of progressively responsible experience in supply services, administration, logistics, engineering, project management or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree.

Experience in supply chain or logistics with UN or other international organizations is desirable.

Experience with MRP (Materials Requirements Planning), ERP (Enterprise Resource Planning) e.g. SAP ECC (ERP Central Component), or SRM (Supplier Relationship Management) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• This position is temporarily available until 31 December 2023. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.