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Vacancy Announcement No: 17/HCR/KRT/VN/110

The United Nations High Commissioner for Refugees is seeking for qualified candidate to fill the following post:

Candidate who wish to be considered for this vacancy notice should fill the motivation letter and submit updated P11 Form

Job Title: Assistant Project Officer ( Supply) ( Nyala)
Type of contract: Fixed Term Appointment
Status of Advertisement: Internal/External within & outside UNHCR Offices
Grade Level: NOA
No. of Post: 10025976
Duty Station: Nyala
Duration: Effective date of Assignment 01 Janaury 2018
Closing Date: 23 Oct 2017


Organizational Context: (Role of the position within the team, describing its leadership role, it’s external/internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where applicable, exercise by the incumbent)

The Assistant Project Officer (Supply) manages and supports all activities pertaining to the coordination of the ES/NFI sector for South Darfur and the supply chain function including planning, sourcing, transport of the correct NFIs and relief items to the drop locations, shipping, processing of movement permits for the NFIs and other relief items from the local authorities and warehousing management in the operation when needed. The incumbent is supervised by the Head of Field Office who provides regular coaching and guidance. S/he will also refer to the Snr Supply Officer and the ES/NFI Sector Coordinator in Khartoum for functional guidance and the UNHCR manuals and relevant policy papers. The incumbent is required to have basic conceptual knowledge of the profession, be dynamic and able to take on higher responsibility progressively.

The incumbent maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partner, commercial contractors and with ES/NFI sector partners in the area to facilitate the operation. The incumbent directly supervises affiliate workforce personnel in the office (NFI UNOPS), and reports to the Head of Field Office. The duty of the incumbent is to support and monitor the management of material resources within the geographical area covered by the office while exercising efficiency in the use of those resources through effective coordination of the ES/NFI Sector.

Contacts are predominantly with other UN agencies, Implementing partners and Government Departments on relevant subject matters at the working level.

  Duties and responsibilities:

Functional Statement:

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 (NFI common Pipeline and refugee stocks) 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 NFI sector partners.
  • The comprehensive requirement for the Core Relief Items for the prevailing context is provided through the Country Supply Plan (SCP) including inventory insurance.
  • Stock levels are monitored to ensure adequate flow of level of service and the FIFO procedures are compiled for the inventory releases.
  • Timely replenishment of stocks are maintained to avert stock-outs of the essential core relief items.
  • Sufficient warehouse spaces are regularly maintained to meet the warehousing needs in the prevailing context and the transport load calculations are timely processed to achieve consolidated use of the available space.
  • The NFI requests are punctually processed and reviewed for approval and the NFI distribution reports are compiled on monthly basis for planning and reporting purpose.
  • Material Stock Requests are prepared for the stock releases including dispatches; monthly and period stock verifications are conducted and recorded into warehouse cards according to UNHCR inventory policy for inventory reconciliations.
  • The received stocks are entered into UNHCR inventory system and the stock recording system are updated based on the actual receipts.

Responsibility (process and functions undertaken to achieve results)

  • Prepare plans for delivery of relief items according to operational needs identified and endorsed at Sector coordination meetings, with input from the National Sector coordinator in Khartoum.
  • Apply UNHCR's procurement strategy when planning for purchase of important commodities and services.
  • 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 NFI and relief items movement permits and manage storage of goods according to "best practices" and UNHCR rules and regulations.
  • Maintain an efficient system for the release, distribution, monitoring 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 NFI 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.
  • 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.
  • 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.
Minimum Qualification, Skills and Experience Required:

Essential Minimum Qualifications and Experience:

  • University degree in Business Administration, Engineering, Logistics, Mathematics or related field.
  • Minimum 2 years of relevant professional experience.
  • Knowledge of computer applications from MS Office (Word, Excel, PowerPoint)
  • Fluency in English with working knowledge of another relevant UN language.
  • Very good knowledge of local language and local institutions.

Desirable Qualifications & Competencies:

  • Completion of UNHCR Supply Chain Learning Programme and other UN supply related training.
  • Knowledge and experience of PeopleSoft/MSRP Supply Applications.
  • Completion of Fritz Institute Certificate in Humanitarian Logistics (CHL).

Required Competencies:

Managerial Competencies

  • Managing Resources

Cross-Functional Competencies

  • Analytical Thinking
  • Planning and Organizing


Candidates must be Sudanese nationals.

Internal staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL). If you have questions regarding eligibility, you may also contact the HR Unit (Khartoum).


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 at: http://icsc.un.org

Submission of Applications:

If you wish to be considered for this vacancy, please apply through the Website  Sudanjob.net .

Only short-listed candidates will be contacted. Shortlisted candidates may be required to sit for written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality and culture. All applications will be treated with the strictest confidentiality.

Refugees – who cares?   We Do

Only short listed candidates will be notified.

Female candidates are strongly encouraged to apply

Candidate Assessments may include a written examination followed by a Competency Based Interview.