Senior Supply Assistant

Hardship Level

Family Type

Family

Residential location (if applicable)

Grade

GS5

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2025-03-01

Deadline for Applications

March 11, 2025

Standard Job Description

The Senior Supply Assistant provides supply 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). The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. 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.

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

1. 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.
2. Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services.
3. Initiate custom clearance of consignments, draft exemption requests, and liaise with local agents.
4. Support warehouse management, and assist with planning of goods & services deliveries, and provide information on the status of requests and the availability of items in the supply chain.
5. Maintain accurate and comprehensive records on supply activities and provide reports and updates periodically, and on request.
6. Examine purchase requests to ensure conformity and liaise with requesters.
7. Prepare quotation requests and tenders, produce bid-tabulations from tenders and prepare Purchase Orders for approval.
8. Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
9. Provide information on all procurement activities within the AoR.
10. Produce standard asset management reports and other asset information, periodically and when requested.
11. Maintain accurate data in all relevant business systems. Compile statistical information on supply chain related matters that will assist in decision making.
12. Track global Supply KPIs for the region and assist in preparation of regional ones, as required.
13. Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and provide relevant reports to senior managers.
14. Assist Country Operations in MSRP management.
15. Ensure local liaison to effectively support the supply activities.
16. Assist in the management of the storage of goods according to "best practices" and UNHCR rules and regulations.
17. 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.
18. Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
19. Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level
For G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable

Certificates and/or Licenses

Not specified

Relevant Job Experience

Essential
Not specified

Desirable
Not specified

Functional Skills

IT-Computer Literacy, SC-PeopleSoft Supply Chain Management, 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)

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.

Desired Candidate Profile

The Senior Supply Assistant will be responsible for:

1. Managing and supporting all logistics activities in UNHCR’s warehouse in Boa Vista, including planning, sourcing, procurement, transport, customs clearance, and warehousing management within the area of responsibility (AOR).
2. Conducting monthly inventory checks at the end of each month to reconcile physical stock with system records as well as year-end closing.
3. Ensuring Material Release Information (MRI) and Goods Receipt Notes (GRN) are entered into the system daily, reflecting all inventory movements accurately.
4. Keeping real-time records in stock cards and systems (e.g., MRI) to ensure precise tracking and reporting.

The role requires proficiency in Portuguese to effectively communicate with local teams, partners, and government authorities in the region. The candidate must also demonstrate strong attention to detail, ensuring that all logistics activities are well-documented, compliant, and efficiently executed to support ongoing humanitarian operations.

IMPORTANT INFORMATION:

Eligibility:

This position is advertised to internal applicants and UNHCR experience applicants. Candidates must be legally present in Brazil at the time of application, recruitment and hire. Only Brazilian citizens or candidates legally present in Brazil will be considered eligible.

Internal candidates:

Candidates: comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above, as well as any candidates serving at higher grades who fulfill the criteria as per the job advertisement. Staff members must serve for a minimum of one year following assignment before being considered eligible to apply for another position within the same category.

Candidates with UNHCR experience:

UNHCR experience candidates are current staff members in other categories (GS/FS/NPO), Junior Professional Officers, staff members on temporary appointment, affiliate workforce, interns, staff loaned/seconded from another UN organization/international organization/government entity, as well as former UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females).

Remuneration:

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission and please refer to the relevant category / grade level at: http://icsc.un.org

UNHCR does not charge a fee at any stage of the recruitment process (application, interview/meeting, processing, training, or any other fees).

Applications:

All applications must be submitted online in Workday. Email applications will not be accepted. Incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates might be required to sit for a written test and/or oral interview.

The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

UNHCR is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNHCR seeks to ensure that male and female employees are given equal career opportunities. All applications will be treated with the strictest confidentiality.

UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.

Inclusivity statement

UNHCR is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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

Portuguese, English

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:

UNHCR’s operation in Brazil comprises the Country Office in Brasília, the Sub-Office of Boa Vista, Field Offices in Manaus and São Paulo, and Field Units in Pacaraima and Belém.

As a result of Venezuela crisis, since 2018 the northern State of Roraima has become one of the leading entry points for refugees in Brazil. Both in Boa Vista and Pacaraima, UNHCR participates in the federal government’s response to the refugee influx from Venezuela, called “Operation Welcome”, which is carried out by several Ministries, the Brazilian Army, UN agencies and several (I)NGO. UNHCR and its partners provide refugees and other persons in need of international protection with access to documentation, rights and services, and emergency sheltering (with a total shelters capacity of 9,000 people). UNHCR also works to enhance refugees’ access to self-reliance and local integration through voluntary relocation to other Brazilian states (within the Operation Welcome), but also through professional training and livelihood interventions. Currently, most persons served by UNHCR in Roraima are from Venezuela, but there are also groups of other nationalities, including Cuban, Haitian, Indian, Cameroonian persons among the others. The Venezuelan population in Roraima includes some 2,000 indigenous persons, mostly living in shelters.

The Boa Vista warehouse functions as the central logistics hub for managing the receipt, storage, and distribution of Non-Food Items (NFIs) to meet the region's humanitarian needs. It plays a critical role in the supply chain by overseeing the daily receipt and inspection of goods, preparing items for distribution, and managing inventory. The incumbent is supervised by the Associate Supply Officer in Brasilia CO or other senior staff overseeing logistics, who provides general guidance and defines objectives.

Important Note: The warehouse staff is required to be present in the warehouse daily to perform these duties and ensure the efficient flow of operations.

Living and Working Conditions:

With more than 400,000 inhabitants, Boa Vista is the capital of the State of Roraima. The city provides a high quality of life, with good health facilities, infrastructure and (international) schools.

The city is home to several parks and freshwater beaches, and has several leisure options, which include sport facilities and museums. Although public transportation is limited, Uber and taxi are available.

Additional Qualifications

Skills

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-Warehouse Management

Education

Certifications

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

UNHCR Salary Calculator

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

Compendium

Additional Information

Functional clearance

This position doesn't require a functional clearance.