Supply & Logistics Specialist, Bujumbura
Purpose of the Position
Under the direct guidance of the Chief of Operations, you will manage the supply and logistics operations of a complex nature with significant impact on programme delivery, services, supply and logistic, processes and systems, requiring advanced professional technical mastery and expertise in support of operations and programme objectives. You will be accountable for effective planning, contracting, procurement, distribution, inventory management of UNICEF's supplies, in support of the Country Programmes.
Key Expected Results
1. Provide rapid and relevant responses to evolving supply needs and situations facing children and families, including emergency situations, with a priority on achieving value for money.
Responsible for logistics/supply planning through coordination with Operations/Programme Sections. Provides technical advice on specifications, supply and logistics arrangements facilitating cost-effective efficient procurement, customs clearance, inventory management and distribution of supplies and equipment, in support of the country programme implementation.
Participate in the Country Programme strategy planning preview and reviews to advise on supply/logistics requirements for the of Plan of Operations and Annual Work Plans. Develops Supply/Logistics component of the Country Programme, including systems for storage and distribution of supplies to all project sites.
2. Ensure sound, accurate supply/logistics management systems, procedures and documentation as well as regular, accurate reporting to maintain the highest level of integrity, standards and accountability.
Establish and maintain contacts with the Supply Division in Copenhagen on supply procurement and shipping policies. Interprets and advises the country office on policies and procedures impacting on offshore and local procurement and delivery. Maintains links with Copenhagen on transnational shipments, deliveries, claims and appropriateness of supplies.
Act as secretary and adviser to the CRC. Establish and maintain a system of contact with customs and port/airport immigration authorities at national ports of entry on the clearance of UNICEF supplies, in keeping with established protocol.
Oversee the overall preparation of appropriate documentation: cash and supply requisitions, purchase orders, long term arrangements, CRC submissions etc.
Ensure preparation of the supply status reports required for donor reports, budget reviews, programme analysis, annual reports, appeals, etc.
Regularly create and communicate accurate inventory tracking, inventory aging and incoming supplies information.
3. Ensure that effective support UNICEF and Government capacity-building efforts are provided in order to enhance efficient, effective and timely supply delivery,
Plan, design and conduct training for UNICEF's staff/consultants and counterparts in supply management, customs clearance, distribution and inventory management of supplies and equipment in order to maximize supply delivery. Provide effective coaching to the staff/consultants as required.
4. Supervise and manage effective procurement, local and/or offshore, with a goal to attain lowest cost without sacrificing quality.
Conduct local procurement through issuance of tenders, bid adjudication and contract management.. Conduct market research, identify and recommend potential local suppliers. Gather and maintain data on and evaluate local supply sources' overall performance, (competitive pricing, cost-effectiveness, product quality and timely delivery,). Monitor and assess supply operations and control mechanisms and advises on appropriate actions to take.
Monitor progress of offshore and/or regional procurement through regular contacts with the Action Office(s).
Communicates and reports quality issues with respect to supplies and/or service agreements.
5. Collaboration and Partnership
Coordinate with the Programme Section on supply planning, providing technical advice on procurement specifications and supply administration as well as providing advice on supply requirements in the development of the supply component of the Country Programme.
Provide advice to the Country Office and Government on offshore and/or local procurement policies and procedures, delivery and utilization of UNICEF supplies and equipment; coordinate with the Supply Division, Copenhagen, on supply policy and/or activities.
Team with the Programme Section and other members of the Operations Section to facilitate procurement as well as efficient customs clearance, storage and distribution of supplies and equipment.
Develop and maintain partnership and collaborative relations with UNICEF, Government, UN, and bilateral counterparts in supply and logistics activities including distribution, monitoring supply inputs, and inventory.
Inform Programs of slow moving inventory, upcoming field distributions or deliveries, incoming materials and quality issues to ensure maximum use of available transportation, warehousing space, manpower and other resources.
Qualifications of Successful Candidate
Advanced university degree in Business Administration, Management, International Economics, Engineering, International Development, Contract/commercial Law or specialization in directly related areas including credited courses in supply, logistics, purchasing or contracting. Equivalent educational qualification in relevant areas (transport or logistics operations/management, supply management, etc.)
Five years of relevant work experience.
Both national and international work experience in supply, logistics, purchasing, contracting, administration and/or other related fields.
Work experience in emergency duty station.
Fluency in French and English.
Competencies of Successful Candidate
Communicates effectively to varied audiences, including during formal public speaking.
Sets high standards for quality of work and consistently achieves project goals.
Able to work effectively in a multi-cultural environment.
Demonstrates and shares detailed technical knowledge and expertise.
Adjusts team or department's approach to embrace changing circumstances.
Identifies urgent and potentially difficult decisions and acts on them promptly; initiates and generates team- and department-wide activities.
Ensures that team or department follows relevant company policies and procedures.
Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.
Sets clearly defined objectives and plans activities for self, own team or department.
This position is funded for one year only.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
AJS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS AND AJS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
SOME EMPLOYERS MAY ACKNOWLEDGE RECEIPT OF YOUR APPLICATION.