Supply Manager, P 4, Bamako, Mali
Job Number : 502761
Location : Mali
Work Type : Fixed Term Staff
Purpose of the Position
Under the direct guidance of the Head of Office, Chief of Operations, or Deputy Representative, the incumbent manages 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. Accountable for effective planning, contracting, procurement, distribution, inventory management of UNICEF’s supplies, in support of the Country Programmes.
Collaborate with all other UN agencies to accelerate implementation of the Harmonized Business practices for supply and logistic initiatives in line within Reform/coherence.
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. Conclude standby agreements with relevant private business companies for cost effective local procurement of supplies as well as for fielding of supply assistance to projects sites/End users
• 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, Government and implementing partners 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.)
• Eight years of relevant professional 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
• Diversity and Inclusion
• Communication [II]
• Drive for Result [II]
• Working With People [II]
• Applying Technical Expertise [II]
• Deciding and Initiating Actions [II]
• Following Instructions and Procedures [II]
• Leading and Supervising [II]
• Planning and Organizing [II]
1. Specific Technical Knowledge Required
• Knowledge of Supply Chain Management preferably in a developing country context
• Mastery of technical knowledge (product knowledge, market research/analysis) required for Supply Management/Purchasing/Contracting (e.g., vaccine, equipment, medical supplies, contracts, customs function, taxation, insurance, etc.)
• Knowledge of relevant Information Technology software
• Knowledge of the global commitment on aid effectiveness, including the Paris Declaration on Aid Effectiveness, the Accra Agenda for Action as well as knowledge of the Global Programme Partnerships (GPPs).
2. Common Technical Knowledge Required
• Knowledge of managing inventory, transport, and diverse logistics operations (e.g., programme supply & logistics) in the international environment.
• Knowledge of supply/contracting/logistics policies, goals, strategies, and approaches.
• Knowledge of public procurement principles and processes.
• Knowledge of procurement process from procurement planning, to execution to contract management and administration, including procurement methods and tools of good procurement practice.
• Knowledge of establishing strategic, long term and sustainable procurement arrangements.
• Knowledge of general principles and processes involved in risk management in procurement, including risk analysis and evaluation techniques.
• Knowledge of financial and legal implications in procurement process.
• Knowledge of category management
• UNICEF strategic framework for partnerships and collaborative relationships
• Gender equality and diversity awareness.
3.Technical Knowledge to be Acquired/Enhanced
• UNICEF Supply Function goals, visions, positions, policies and strategies. (E.g., SUPDIRs, PROs, Executive Directives, ).
• Rules and regulations of supply and programme manuals and instructions. (E.g., Supply Field Manual, Programme, Policy and Procedures Manual).
• Financial circulars and rules, regulations and manual.
• Administrative and Human Resources Rules and Manuals.
• Information and Communication Technology administration.
• UNICEF emergency programme and operations policies, strategies, procedures and approaches.
• Rights-based and Results-based management and programming approach in UNICEF.
• Mid-Term Strategic Plan (MTSP) ; Country Programme Management Plan (CPMP).
• International Code of Conduct.
• UN and UNICEF policies and approaches on supply issues involved in harmonization of operations in the common system.
• UN and UNICEF security operations and guidelines.
• Government regulations and laws in the locality (e.g., customs clearance, VAT and other taxation systems).
• UNICEF policies, strategies promoting and supporting gender equality and diversity.
* The successful candidate for this emergency recruitment MUST be available to commence work within 31 days of receiving an offer.
* Please note that is a non-family duty station.
Employment is conditional upon receipt of medical clearance, any clearance required, the grant of a visa, and completion of any other pre-employment criteria that UNICEF may establish. Candidates may not be further considered or offers of employment may be withdrawn if these conditions are unlikely to be met before the date for commencement of service
Opening Date 2 Feb 2017 GMT Standard Time
Closing Date 21 Feb 2017 GMT Standard Time