Supply/Admin Assistant, LICA4 (Manaus)

This UNOPS position at LICA4 level is advertised and open to all applicants.

Candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country. Duties

- In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
- Support warehouse management, assist the process of the custom clearance of consignments, draft exemption requests, assist with goods & services deliveries and provide information on the status of requests and the availability of items in the supply chain.
- Assist in maintaining accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request.
- Assist in the preparation of purchase requests.
- Prepare quotation requests and tenders, produce bid-tabulations from tenders, and prepare purchase orders for approval as per instructions of senior Supply staff or other line managers.
- Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
- Produce standard asset management reports and other asset information, periodically and when requested.
- Identify and assess vendors based on their capability for delivering commodities and services. Maintain vendor and item master databases.
- Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.

- Ensure local liaison to effectively support the supply activities.
- Assist in the management of the storage of goods according to "best practices" and UNHCR rules and regulations;
- Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation including registration and marking of new PPE, physical verification of PPE, preparation of agreements and disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE. Arrange appointments/meetings both internal and external, some involving high ranking officials.

- Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
- Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow-up system.
- May be required to maintain/update confidential files.
- Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation.
- Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
- Following instructions from the supervisor, make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.


Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
1 year of relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Supply Chain, Administration, Finance, and other related fields

Certificates and/or Licenses
Completion of CIPS certification, Supply Chain Learning Programme and/or Basic Finance Learning Programme is an asset.

Relevant Job Experience
Essential:
At least one year of responsible experience in inventory and/or supply chain management, logistics, procurement and/or administrative services.

Desirable:
Experience in dealing with Emergencies is of high advantage. UN procurement and logistics training. Experience in commercial air charter operations. Experience in customs formalities.

Knowledge of MSRP PeopleSoft application or similar software. Knowledge of UN and/or UNHCR financial rules, regulations, procedures and processes.


Functional Skills
IT-Computer literacy
SC-Supply Planning
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset Management
SC-Fleet Management
(Functional Skills marked with an asterisk* are essential) Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Cross-Functional Competencies
Analytical Thinking
Planning and Organizing
Technological Awareness Knowledge of English and working language of the duty station. Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

Applications are welcome from all qualified candidates. UNHCR is committed to diversity and welcomes applications from all qualified candidates without distinction on the grounds of race, color, sex, national origin, age, religion, disability, sexual orientation and gender identity. All applications will be treated with the strictest confidentiality.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
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See below for this postion's Operational Context
======================================================================================================== UNHCR Brazil started the development of its local supply chain in early 2018 with limited presence and activities. Today the supply team spreads across three offices, and it is currently made up of seven staff members. This position is based in the Field Office (FO) Manaus, and the incumbent provides direct support to supply-related operations in the FO.

The Supply/Administration Assistant provides support to all activities pertaining to the supply chain function - including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility (AoR) ¿ and ensures that routine services and activities within the administrative domain are properly implemented. The incumbent is supervised by Senior Programme Assistant position. The incumbent also receives technical guidance from higher-level supply and admin positions at the Branch Office level. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues.

The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support the management of material resources within the geographical area covered while exercising efficiency in the use of those resources. The closing date of applications is 05 August 2021 (23:59 Geneva time).

No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview.