Supply Associate

November 16, 2025

E (most hardship)

Non Family with Residential LocationNon Family with Residential LocationDanger Pay

Nairobi (CO), Kenya

GS6

General Service

Reason

Regular > Regular Assignment

2025-12-01

Supply Associate

Organizational Setting and Work Relationships
The Supply Associate manages and supports 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.

The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some staff in the office. The incumbent maintains regular contact on a working level on routine 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 and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available 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
- 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.
- Prepare plans for delivery of relief and other non-food items according to the operational needs and regularly update the information in UNHCR IT systems
- Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems. Ensure timely customs clearance of consignments.
- Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
- Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
- Draft and dispatch quotation requests and/or tenders, and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts.
- Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery.
- Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable.
- Provide asset management reports, customised reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
- 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 and promote UNHCR's global policies, standards and guidance on supply chain management.

In the Regional Bureaux:
- Track the progress of specific operations and provide guidance that ensures timely implementation.
- Assist in coaching and advising individuals as requested.
- Track global Supply KPIs for the region and assist in devising regional ones, as required.
- Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and ensure that they are implemented throughout the region and provide relevant reports to senior managers.
- Assist country operations in MSRP management.
- Support the analysis of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations.
- Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Support the work of the Regional Contracts Committee (RCC) through e.g. compiling and checking documents for RCC meetings, taking minutes, communicating decisions.

In the Country Operations:
- Ensure local liaison with partners to effectively support the supply activities.
- Manage storage of goods according to "best practices" and UNHCR rules and regulations.
- Coordinate supply activities of UNHCR Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures.
- 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), organisation of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organise the disposal of PPE according to Asset Management Board decisions.

- 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).
Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience
Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
n/a

Certificates and/or Licenses
Trade, Business Administration, Economics, Marketing
or a related field
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Not specified.
Desirable:
Other UN procurement and logistics training - such as IAPSO and UNPD.

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.

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.

1. Nature of Position

The Supply Associate manages and supports all activities pertaining to the supply chain function including warehousing, inventorying, transport management and monitoring, customs clearance within the area of responsibility.

The incumbent is supervised by the Supply Officer and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some staff in the office. The incumbent maintains regular contact on a working level on routine 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 and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available resources.

UNHCR Operation in Sudan is characterized by complexities and bottleneck in the delivery of goods and services. Several items ranging from administrative to operational supplies are imported into the country and therefore requires undergoing the customs clearance processes as well as hyperinflation, price fluctuation and local currency devaluation leading to the price increase and amendment of existing frame agreement. The operation is currently facing with the Continued Drone Attacks and intensive conflict in Darfur, Kordofan and Khartoum and its surrounding areas targeting strategic points such as Airport, seaport, fuel depots, electrical and telecommunication infrastructures which has serious impact on UNHCR’s Logistic operations. In terms of warehousing and Inventory management, the operation will start direct implementation for the management of UNHCR warehouses in Sudan. The position Supply Associate (G6) is based in Port Sudan and the incumbent will support in the warehousing and inventory management activities of the warehouse in accordance with UNHCR Standard Operating Procedures on Warehouse and Inventory Management. The incumbent will also serve as a back up for transportation and customs clearance
   

2. Desired Candidate Profile

UNHCR Sudan Operation has its current country Representation Office temporarily based in Port Sudan. Currently, UNHCR Sudan is managing from Port Sudan eight (08) warehouses across the operation. Below is the current storage space by warehouse location:

S/N Location SQM
1 Free Zone Warehouse 2,000
2 Port Sudan Warehouse 2 1,000
3 Kassala 1,920
4 Kosti 1,000
5 Damazine 640
6 Gedarif 1,000
7 Nyala 200
8 Farchana Cross Border 960
Total SQM 8,720



Under the direct supervision of the Supply Officer, the incumbent of the position will act as the country focal point of Warehousing and inventory management based in Port Sudan. He/She will ensure that all inventory and warehousing activities are well coordinated, and inventory reports are submitted on time with zero discrepancy.

Given the above operational Supply context, the incumbent should possess following skills and competencies:

Technical skills and competencies:

- Strong experience in Warehousing and Inventory management as well as managing warehousing transactions (in/out movements), transportation and customs clearance
- Good experience in managing offloading and loading inventory items from the warehouse as well as good relationship with transport service providers and local labors during the logistic operations from/to the warehouse.
- Prior relevant logistic, inventory and procurement experience in field operations, especially in hardship locations E, D with high risky duty station, limited infrastructure, and low competitiveness local market
- Strong experience in managing warehouse, movement of core relief items and medical supplies as well as transportation operations in difficult conditions from/to the warehouse
- Past working experience in Sudan with UN agencies or other humanitarian NGOs coupled with field logistics experience will be an asset
- Computer science skills (Word, Excel, Powerpoint), knowledge of SAP Software (ERP Cloud) - Experience in dealing with Emergencies situation and in interagency logistics operations in the field working environment.
- Other UN procurement and logistics training such as IAPSO and UNPD.
- Experience in transportation, logistics and warehousing, reporting

Managerial skills:

-Strong experience in supervision and coaching local labors and transport service providers
- Experience in managing an effective team with trust, teamwork, and collaboration
- Good analytical thinking and problem-solving skills, managing inventory incident

Language requirements:

- Fluent in Arabic is also an asset.
- Excellent technical capacity on reporting on Supply activities (Monthly and quarterly inventory reports)


3. Specific Duties and responsibilities linked to the operation

3.1 Warehouse and Inventory Management (60%)

• Update, based on documentation received from the warehouse, ERP cloud with PO/inter-unit MRI receipts (Waybills and Goods Receiving Notes/GRNs), and the Pick & Ship details on outgoing MRIs. ERP Cloud should only be updated upon receipt of the above-mentioned documentation.
• Initiate, based on information received from Programme or the warehouse, relevant actions related to:
- Release Request (MRI) review.
- MRI modifications.
- Inventory adjustment preparation, in case of returned inventory.
• Prepare MRIs for release of inventory from the warehouse.
• Run ERP cloud reports, with a copy to the warehouse, to verify if the activities executed the previous day were as planned:
1. HIN_USRQRY_STOCK report (stock report).
2. HIN_USRQRY_SUMM OF ISSUE (releases the previous day).
3. HIN_USRQRY_SUMM OF RECEIPTS (receipts the previous day).
• Plan warehouse incoming and outgoing flows, and run ERP cloud reports, with a copy to the warehouse:
4. HIN_USRQRY_PENDING PIPELINE (Receiving Pipeline).
5. HIN_USRQRY_PENDING IU PIPELINE (Pending InterUnit Receipt).
• Review the current inventory level against planned releases and flag the need for replenishment to the Supply Unit if the inventory levels are not adequate to meet known future demand.
• Reconcile the five ERP cloud reports listed above with the information and documentation received from the warehouse. Flag any outstanding (non-received) shipments, investigate the causes and clear them.
• Update the MRI file

• Share the (weekly) Stock Reports with relevant stakeholders in the office as per the office instructions/procedures.
• Ensure that issues identified in the Exception reports sent by SMLS are timely addressed, rectified and reported back to SMLS. Exception reports include:
- MRI Processed Not Approved;
- MRI Picked Not Shipped;
- MRI Not Picked and Shipped;
- Receiving Pipeline;
- Pending Inter-Unit Receipt;
- Obsolescence Report.

• Perform at least weekly and monthly inspection visits to the warehouse and more frequently in operations with high inventory turnover.


3.2 Customs clearance (40%)


• Serves as back up of the customs clearance focal point
• Perform and implement all custom clearance activities such as following upcoming Shipment, documents transactions and day-to-day related activities in accordance with customs clearance policies and procedures regulated by Sudan Government.
• Follows up the arrival of the shipment to the final destination (Air/ Sea) and completes the customs clearance procedures to release the arrived Air/Sea International Shipments
• Understand really the challenges and bottlenecks of the customs clearance process in Sudan
• Have complete knowledge to prepare and confirmed all import permits from the Ministry of Internal Affairs and all import custom exemption documents, formats and formalities.
• Demonstrate sound experience in dealing with Sudan local authorities and government entities involved in the customs clearance process (Ministry of Foreign Affairs, Ministry of Finance, Ministry of Health, Customs Office, TPRA, Customs authority, Military Intelligence


- Perform other related duties as required

,

,

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

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

Certifications

Business Administration - Other, Economics - Other, HCR Learning Program - UNHCR, HCR Supply Chain Learning Program - UNHCR, IAPSO/UNDP Procurement - Other, Logistics - Other, Marketing - Other

Competencies

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

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

Compendium

Additional Information

Female candidates are encouraged to apply.

This position doesn't require a functional clearance