Senior Supply Assistant

DETAILS Post Title: Senior Supply AssistantLevel:  GS7Duration: 364 DaysDuty Station: BeirutContract Type: Temporary Appointment I. PURPOSE OF THE JOB Under the general supervision of the Supply & Logistics Specialist, prepares requests for proposals and purchase orders for all kinds of goods and services, obtains quotations from local vendors, monitors status of financing and maintains financial records of purchase allotment accounts: for purchasing standard office supplies, furniture and equipment. II. MAJOR DUTIES AND RESPONSIBILITIES 1. In coordination with program sections, to follow up on supplies requisitions from program sections with focus on health section but also supporting Education, Child protection and WASH, for clarity, adequacy of specifications and completeness, confirms availability of funds, and obtains additional information considered necessary. 2. In coordination with the program sections, with high focus on the health program but also on Education, Child protection and WASH program, prepare and update supply plans and distribution plans as per PCA/MOU with partners.3. Assist program sections in the implementation of distribution of supplies against request / PCA including the monitoring of the distribution at partner’s level.4. Support in the assessment of partners’ warehouse, conduct spot checks and report to program sections and supply unit on findings and recommendations. 5. Support in the provision of supply & logistics trainings to partners whenever needed.6. Extracts procurement and logistics information from UNICEF system records and summarizes for use by the program sections.7. When needed, support the supply unit in any other requirement. III. WORKING CONDITIONS The incumbent will be based in Beirut office, working directly with program sections. The incumbent will, upon requirement do some travels to field offices to support program supplies implementation.There is no involvement for the incumbent in handling and lifting heavy loads of supplies. IV. IMPACT AND CONSEQUENCE OF ERRORThe incumbent will work closely with program sections and support them on decision making related to supply planning, implementation of PCA supplies deliveries and monitoring of proper deliveries.The incumbent will provide support to the program sections, but the decisions making will remain with the Head of the sections, Program Specialist and Supply & Logistics Specialist. V. REVIEW OF WORK The incumbent will be under the supply & logistics Specialist supervision, however the incumbent will work directly with the programme sections. VI. GUIDELINESProcurement manual, financial rules and regulations and applicable instructions requiring interpretation and exercise of judgment in dealing with requests, preparing of specifications and obtaining information from suppliers.If the emergency situation requires specific actions related to supply (urgent release, single sourcing…) and upon approval by the Management, new fast track process can be implemented. VII. WORK RELATIONSHIPS(CONTACT, PURPOSE & FREQUENCY)a) Internal:Frequent contacts within the office with staff in different programmes for clarification and review of supply requirements, shipping/receiving arrangements, allotment account advice and performance of suppliers or quality of goods.b) External:Frequent external contacts with partners and potential suppliers, to clarify and obtain details on deliveries, specifications of supplies, confirm availability of supplies, obtain quotations, discuss conditions and delivery terms, and follow-up on orders. VIII. QUALIFICATIONS AND COMPETENCIES required to perform the duties of the post:a)Education: Completion of secondary education, supplemented by courses in purchasing methods and/or accounting. Computer literacy and proficiency with MS Office software.b)Work Experience: Seven years of progressively responsible clerical or administrative work, with specialized experience in purchasing a variety of materials and services. Experience with computer databases, for the maintenance of procurement records.c)Languages: Very good knowledge of Arabic and English. Knowledge of French is an asset.d)Competencies:  i) Core Values (Required)•Commitment  •Diversity and Inclusion  •Integrity  ii) Core Competencies (Required)•Communication (II)•Working with People (II)•Drive for Results (II)iii) Functional Competencies (Required)•Analyzing [ II ]•Applying Technical Expertise [ II ]•Planning and Organizing [ II ]•Following Instructions and Procedures [ II ]