Assistant Supply Officer - UNHCR FTA - NOA - P.N 10021427 - Beirut, Lebanon

Seven years into the Syria crisis, Lebanon remains the country hosting the largest number of refugees per capita, with over one million Syrian refugees, and around 20,000 refugees of Iraqi, Sudanese, Ethiopian and other origins, in addition to the Palestine refugees under UNRWA’s mandate.  There are no formal camps for Syrian refugees in the country, and refugees are living in hundreds of communities and locations across the country. 

The refugee response is led by the Government and local actors, supported by the international community. 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 one of the largest for the organization. Media attention and the frequency of influential high-profile visitors is high. Aside from the country office in the capital city of Beirut, UNHCR has offices in Mt Lebanon, Qobayat, Tripoli, Tyre and Zahle. 

The Assistant Supply Officer manages and supports all activities pertaining to procurement including planning, sourcing, delivering in the operation. The procurement strategy is aligned with the broader organizational objectives and strategic direction which is crucial to delivering quality service. In order to continue responding effectively to the operational needs, the supply unit in Lebanon plays a major role to support the operation. The Lebanon operation is among the largest UNHCR operations globally, a considerable procurement activity is continuing.  Supply unit is not only handling high volume procurement worth millions of dollars furthermore the unit is also floating specialized procurement that is more complex.

The incumbent maintains regular contact on a regular basis to support all field locations on a working level on routine issues with other UNHCR offices, UN agencies, UNHCR partners, government partners and commercial contractors in the area to facilitate the operation. The duty of the incumbent is to support monitor the procurement activities, management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources.

The incumbent is normally supervised by the (Senior) Supply Officer who provides regular coaching and guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent is required to have basic conceptual knowledge of procurement dynamic and able to take on higher responsibility progressively. The incumbent may have a direct supervisory role over other staff

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. . 
• 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 activities are supported by effective partners.

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

• 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.
• 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 transportation and distribution of relief items.
• Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.
• 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.
• Through regular physical verification of PPE establish their status.
• Propose old and obsolete PPE for disposal and plan for arrival of replacement items.

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, assist in the evaluation of offers and draft bid-tabulations, and prepare proposals for award of contracts to the Committee on Contracts.
• Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence.
• Monitor the manufacture/transport of ordered goods to ensure timely delivery.
• Analyse matters relating to procurement activities, and deliver information on all procurement activities within area of responsibility. 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), and organisation of the physical verification of PPE.
• Ensure that PPE agreements are properly issued and signed. Ensure proper preparation of disposal forms and cases for the Asset Management Board. Organize the disposal of PPE according to Asset Management Board decisions.
• Provides asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
• 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.

Business Support

• 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.
• 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.
• Any other responsibility deemed necessary or as delegated by the Head of Supply Management Service in order to meet the level of service requires 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.
• Allocate resources to meet demand and support the on-going operation in compliance with the resources allocation framework.
• Determine shipment methods, routes and delivery schedules to meet demand in the most timely and cost-effective manner.