Supply Associate - UNHCR TA - G6 - HRT049 - Beirut, Lebanon

As the designated lead agency in the refugee response, UNHCR has established a sector-based structure in Beirut and in the field. The structure brings together over 100 UN agencies, national and international NGO partners in identifying and agreeing on the strategic priorities to address the needs of Syrian refugees and other affected populations. The Lebanon national response falls under the Regional Refugee and Resilience Plan (3RP), whereby UNHCR guides the refugee response and UNDP facilitates the resilience and stabilization component.

The UNHCR operational response in Lebanon is the largest for the organization. Media attention and the frequency of influential high-profile visitors is high. The Office has grown substantially in the past years and now has around 640 staff. Aside from the Branch Office in the capital city of Beirut, UNHCR has two sub-offices in Zahle and Tripoli and two field offices in Mt Lebanon, Tyre, and one field unit in Qobayat under the Tripoli Sub-Office.

The Supply Associate 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 a Senior Officer who defines general work objectives and provides necessary advice and guidance. 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 the operation. The incumbent directly supervises general service staff in the office, and reports to the (Associate/Assistant) Supply Officer. The duty of the incumbent is to support and monitor the management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources.

Accountability (key results that will be achieved)

• UNHCR delivers timely and quality goods and services to persons of concern in compliance with supply chain rules and procedures.
• Local liaison with partners effectively supports supply activities.
• Responsibility (process and functions undertaken to achieve results)

Strategy

• Prepare plans for delivery of relief items according to operational needs.
• Apply UNHCR's procurement strategy when planning for purchase of important commodities and services.

Operational Support

• Ensure timely customs clearance of consignments.
• 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 transportation and distribution of relief items.
• 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 accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.

Infrastructure Support

• 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 sections.
• 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.
• Provide asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.

Business Support

• 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.
• Any other responsibility deemed necessary or as delegated by the Supervisor in order to meet the level of service required by the organisation.

Authority (decisions made in executing responsibilities and to achieve results)

• Identify, assess and select vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
• Make recommendations to senior management for resources allocation to support on-going operations.
• Determine shipment methods, routes and delivery schedules to meet demand in the most timely manner.