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Snr Supply Coordinator

Ankara

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Ankara
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Logistics
    • Supply Chain
    • Managerial positions
  • Closing Date: Closed

Hardship Level

A (least hardship)

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

PR5

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2022-11-21-08:00

Job Posting End Date

December 15, 2022

Standard Job Description

Senior Supply Coordinator

Organizational Setting and Work Relationships
The Senior Supply Coordinator may work in a country operation, a Regional Bureau or a division. The incumbent typically will work under direct supervision of the UNHCR Representative or Assistant Representative or Head of Operations or Head of Service S/he will advise and assist in the overall management of UNHCR's supply chain activities within the area of responsibility (AoR), which could be a country operation, several country operations or a region or in the division in support to the Organization¿s mandate. The incumbent has direct supervisory responsibility for a team of supply staff in the division, Bureau or country operation and may supervise other staff.
The Senior Supply Coordinator will oversee the efficient use of resources within their remit. S/he will have direct working relationship/arrangement with the Head of UNHCR offices with the AoR and will also have a responsibility to monitor, coach, and guide and intervene with Supply staff within the given AoR.
The incumbent will coordinate the delivery of assistance from the warehouses, if applicable. S/he will liaise with Supply Management Service (SMS) staff whom manage the Global Stockpiles and whom manage the Global Asset and Fleet Management, if and as required. In addition, the incumbent will coordinate with SMS regarding policies, overall planning, and management of resources that have an impact on Supply or where Supply has an impact on other parts of the operations.
The incumbent will maintain regular contacts with the Representatives and Heads of Offices in the AoR, SMS staff at HQs and Supply staff in the region to consult, discuss operational issues and to seek common grounds for solutions on activities and programmes of importance to UNHCR. Regular external contacts will include liaison with key stakeholders for UNHCR in any given regional framework, which may include Heads of National and/or International organizations, Embassies, other UN Agencies and High ranking officials including Ministries in the national Government.
The decisions taken by the Senior Supply Coordinator can directly influence the design and operation of UNHCR's supply chain management in the AoR. Proposals may have a substantive effect on UNHCR's policy on a wide range of issues in the country programmes. Errors could lead to significant damage to UNHCR's major objectives in terms of time, quality and resources and have a major negative impact on the safety of persons of concern. The Office's overall credibility could also be jeopardised.

In the Regional Bureaux, the incumbent is responsible for ensuring, in an effective and efficient manner which supports the Organization¿s Mandate, overall quality assurance and managerial support of operations, in line with the Bureau¿s 2nd line function, within the three lines of defence conceptual framework for effective control and risk management adopted by the UN system.

S/he will, further, cover the full spectrum of managerial oversight, manage performance and monitor the adherence of Country Operations to UNHCR's rules and regulations, monitoring, identifying and addressing any emerging issues and risks as appropriate. The incumbent also promotes a culture that is results-oriented, efficient and based on trust and pursues measures to ensure that inclusion, gender balance and diversity are taken into due consideration in staffing, resource allocation and representation at all levels throughout the AoR.

As a key custodian of the organization's standards of conduct, s/he will proactively establish a working environment where all personnel feel safe, heard, equipped and empowered to speak up; demonstrate no tolerance for sexism, gender inequality, discrimination of any kind, abuse of power, harassment or sexual harassment; foster ongoing dialogue on those matters; take seriously all issues of inappropriate behaviour and actions reported, whether formally or informally; and seek guidance and support as necessary to ensure that appropriate follow-up is taken, working on the basis of zero tolerance for any form of misconduct.


All UNHCR 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.


Duties
- Assist the operations within the AoR in the overall management of UNHCR's supply chain activities in an effective and efficient manner by providing technical advice and support to operations across the range of supply functions. For example; sourcing, procurement, fleet, assets, logistics, warehousing, customs clearance, transport, air operations, construction procurement and contracting, vendor performance, partner performance, overall supply reporting.
- Rapidly respond to changing needs in an emergency mobilizing adequate resources (financial, human and material).
- Be actively involved in the selection of partners and the design of partnership activities as stated in the PPAs across the supply functional areas. In close coordination with Programme and Project Control functions, ensure that the delegation to Partner Procurement is done in accordance to policy, observing the best interest of the organization. Support offices in determining if there is a comparative advantage over direct implementation and/or the commercial sector. Monitor performance of partners regarding Supply functions and support offices in resolving performance. Escalate to HQ concerns regarding transparency, ethics and handling of funds/resources.
- Coordinate fleet planning and right sizing for operations within the AoR in line with operational needs and existing policies and procedures.
- Membership in the appropriate asset management board to ensure timely disposal of obsolete vehicles and other assets.
- Coordinate and track the responses to deadlines for reporting on various supply activities such as; physical verification of inventory, physical verification of assets, timely submission of vehicle incidents and submission of claim documents, coordinate audit responses on supply recommendations with the operation and SMS.
- Conduct trainings / workshops with UNHCR staff or partners or suppliers on specific supply topics and monitor impact of such.
- Coordinate, manage and support the procurement processes to ensure timely, cost-effective and adequate delivery of goods, services and cash based interventions (CBI) to support operational needs.
- Advise offices within the AoR on supply chain structures to meet the needs of the local environment and to safeguard that the right level and number of supply staff in the operations given the volume, risk and context.
- Ensure that all major areas where UNHCR is exposed to loss of economic value such as warehouse stocks, vehicle accidents, goods in transit, etc. are covered by insurance.
- Develop and continually improve logistics and procurement planning, for instance by utilizing the DEMANTRA system and reviewing the Country Financial Report, in order to enhance transparency and efficiency. Monitor procurement forecasts versus actual requirements so as to improve any shortcomings in the process.
- Ensure adequate capacity to respond to an emergency and develop contingency plans for the supply function as part of the operational plans. Maintain the Supply contingency plans based on operational needs and diagnostics. Prepare strategies and plans for procurement and delivery of relief items and/or CBI according to UNHCR's short-, medium- and long-term requirements to support operations.
- Develop a supply chain strategy, structure and budget that is aligned with the UNHCR and SMS strategy is inserted in the operations plans, COP planning and reporting.
- Provide guidance on and conduct market research to expand local and regional sourcing.
- Establish a network of relevant contacts and build constructive relations with government authorities, implementing partners, UN agencies and others, at an appropriate level, to foster mutual cooperation and developing trust to ensure timely delivery of relief items avoiding bottlenecks.

For positions in the regional bureaux only:
- Act as the Ex-officio of the Regional Committee on Contracts. Advising the committee on the procurement rules during the meetings, reviewing and clearing cases from offices in the region to submit to RCC for approval within delegation of authority. Conduct oversight on LCC performance within in the region and provide feedback and guidance. Make recommendations to SMS if a procurement delegation should be reviewed.
- Assess the need and proposing emergency procedures such as extended procurement deadlines to facilitate the work of the teams and make Supply operations more responsive to operational needs and deadlines.
- Regularly visit country operations and their Supply teams including visits to camps and other operational sites, provide oversight and support within the operational context.
- Organize and deliver training at regional level in the different Supply functions such as procurement, logistics, asset and fleet management.
- Assist in preparations for audits and other strategic reviews of Supply including check lists and pre-audits as well as follow up on implementation of recommendations by the auditors.
- Make available Supply staff from the regional team for supporting country teams after the assessment of requirements.

For positions in country operations only:
- Act as the Ex-officio of the Local Committee on Contracts. Advising the committee on the procurement rules during the meetings, reviewing and clearing cases from offices in the country.

Job Descriptions for all UNHCR jobs will also include the following as part of the 'Duties':
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education
Supply Chain Management; Business Administration; International Commerce; Economics;
or other relevant field.

Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS

Relevant Job Experience
Essential:
8 years should be in international capacity in Supply, preferably in a UN agency.
Desirable:
Knowledge and working experience of PeopleSoft/MSRP Supply Chain applications.

Functional Skills
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-Logistics
SC-UN/UNHCR Procurement Rules and Procedures
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.


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.


This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

Given the high volume and complexity of supply activities in Turkiye, particularly with respect to procurement, the incumbent is required to have a specific solid experience primarily in procurement with proven expertise also in other supply and logistics-related activities.

Required languages (expected Overall ability is at least B2 level):

,

Desired languages

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The Turkiye operation implements 75% of its activities through Direct Implementation (DI). The supply-related activities being implemented in Turkiye pertain primarily on service procurement with the overall aim of supporting the overall access to asylum and national services. They include the recruitment services and the deployment of over 2,200 personnel to various Government counterparts, provision of counselling line services, third-party monitoring, and banking services. This specific operational approach is pretty unique, particularly in terms of  the high volume.

The potential incumbent will design, monitor and measure performance of sophisticated service contracts aimed at delivering operations goals including formulating SMART (specific, measurable, achievable, responsive and timely) objectives, agreed with Government Counterparts, contracted service providers and internal UNHCR client units, collectively called as ‘stakeholders’. Inter-alia, this entails designing governance structures, co-chaining steering committees, allocating and holding actors responsible for key performance indicators and advising senior management on progress as well as proposing alternatives and solutions, all the while complying with the respective UN financial rules and regulation and UNHCR procurement procedures.

UNHCR accounts for 50% of the entire UN Turkiye procurement and manages a large Frame-Agreement portfolio. High level expertise continues to be required by the incumbent to this position to keep ensuring the role being played by UNHCR Turkiye both internally and with respect to the UN family at large. 

In addition to the support to the Turkiye operation, the incumbent to this position will also be expected to provide guidance in the implementation of the supply-related processes in support to the cross-border team managing the delivery of humanitarian assistance to north-western Syria  ($22m) in line with the relevant UN Resolutions.

The operation will stockpile core relief items that can cater for 280,000 beneficiaries and be able to deliver these stocks to support the emergency operation within the country or other programmes in the region

This requires the incumbent to have a solid experience primarily in procurement  with proven expertise also in other supply and logistics-related activities.

Worth of notice is to mention that the incumbent to this position is also expected to co-chair the Procurement Working Group (PWG) where UNHCR is expected to keep playing a key role towards the One-UN approach through joint tendering and process alignment.

The incumbent to the position is expected to supervise a team of some 20 staff and support the entire operation that has 9 offices, in addition to the support being provided to the local authorities.

The incumbent to the position reports to the Deputy Representative

Living and Working Conditions

UNHCR in Turkey operates through a branch office in Ankara with three field offices in Gaziantep, Istanbul and Van, as well as three field units in Izmir, Hatay and Sanliurfa. The total number of staff in the operation is 376, around 80-20% local-international staff ratio respectively, as well as around 7% of affiliated staff

Climate in Ankara: Ankara has a continental climate with cold, snowy winters due to its elevation and inland location, and hot, dry summers. Rainfall occurs mostly during the spring and fall. Because of Ankara’s high altitude and its dry summers, nightly temperatures in the summer months are pleasantly cool. July and August tend to see the highest temperatures, exceeding 30°C / 86°F. Light cotton clothing is recommended for summer and light jackets may be needed for cool summer nights. For winter, warm clothes, coats and boots are recommended

Particularly the central areas of the big cities in Turkey are not very different from any other Western city. There is a good choice of hotels in Ankara and Istanbul but the choice is somewhat limited in many other parts of the country, except for summer resorts. The prices of hotels are subject to continuous changes due to domestic inflation and changes in the value of the Turkish Lira on foreign exchange markets.

The usual practice for renting an apartment is to consult real-estate agents or advertisements in the local English language newspaper.
Single houses with surrounding gardens are very scarce in Ankara. When available, they are generally more expensive than apartments. Therefore most international personnel live in apartments. New arrivals are usually able to find an apartment in about a month of arrival

The main cities have a number of hospitals where well trained specialists and surgeons in all branches of medicine can easily be found. Prescribed medicines are not always available in the hospital and may need to be purchased from a pharmacy.
Private clinics are generally well equipped and offer services of an acceptable quality. There are also private hospitals of top international standards in Ankara and Istanbul. The number of this type of hospitals is increasing day by day. Laboratory tests are available both in these hospitals and in established private laboratories.

There are only a few schools in Turkey that cater to foreign residents. These range from kindergarten through primary to high school level. Courses are in one or more foreign language although some
subjects are taught in Turkish in some schools. The American, British, French, and Pakistan Embassies sponsor their own private schools in Ankara.

The general security situation in Ankara remains calm and stable, with security level assessed as 1 (Minimal) in line with the general threat assessment. There have been no serious security incidents recorded in Ankara since 2016. The Turkish security forces are trained, well-resourced and effective. Although thefts and burglaries have been reported in Ankara from time to time, the crime rate is assessed as low and Residential Security Measures (RSMs) do not apply in Ankara. The UN is not considered as a direct target, although the situation can change rapidly due to regional and/or international developments. Civil unrest and protest demonstrations occur in parts of Ankara, against different socio-political and socio-economic issues and likely to continue in the foreseeable future. Hazard incidents including road traffic crashes, extreme weather conditions, and occasional stray dog bites remain a concern for the safety of staff. UNHCR security management is guided by the UN Common Security Management System and security advisories are shared with staff as and when required.

Additional Qualifications

Skills

SC-Procurement Advisory & Oversight, TR-Procurement of HR Services through vendors

Education

BA: Business Administration (Required), BA: Economics (Required), BA: International Commerce (Required), BA: Supply Chain Management (Required)

Certifications

Work Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Refugees

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Strategic planning & visions, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2022 Part B – November 2022

Functional clearance

This position doesn't require a functional clearance
This vacancy is now closed.
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