JOB DESCRIPTION

Deadline for Applications

October 17, 2025

Hardship Level

H (no hardship)

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

PR5

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Target Start Date

2025-11-01

Standard Job Description

Chief of Supply Operational Support Section

Organizational Setting and Work Relationships

This position reports to the Head of Supply Management Service (SMS) and will manage the Supply Operational Support Section. The incumbent will supervise staff in the international professional and general service category, providing the full range of direct supply support to the Regional Bureaux and Operations globally for efficient and effective end-to-end management of the operations’ supply chains from needs assessment, sourcing of goods and services, transport, inventory, and warehouse management, to delivery and distribution.

Essential to the successful operational support is the ability to also lead the supply operational support activities in coordination with other internal counterparts, such as the other Sections in SMS, various Bureaux, other Divisions and externally with a network of suppliers, partners, other UN agencies, NGOs, and other humanitarian organizations, both on the ground and at HQ locations.

The Chief of Section will need to manage for performance when faced with competing priorities and multiple emergencies and come with an understanding of operational complexities to maintain a field focus for service delivery while prioritizing shipments to ensure timely delivery to UNHCR operations world-wide. In addition, the Section will support and conduct the procurement of goods and services based on requests from Regional Bureaux and Operations globally. This will ensure effective and efficient procurement in conformity with the prevailing rules and regulations. The incumbent will review and clear procurement cases and will assist the supervisor in presenting them to the HQ”s Committee on Contracts.

Furthermore, the incumbent will work with the operations in the field to assist them in the development and review of complex services and goods contracts and clearly define terms and conditions, ensure best value for money and pro-actively manage associated risks. S/he will support Bureaux and Field Operations on the establishment of local frame agreements, upgrade of operating systems/tools as well as on implementing supply policies and procedures.

The incumbent will need to establish an effective global framework for providing technical and supply advice and support, through an effective Help Desk functionality, as well as assist in the management of the accuracy and relevance of supply data globally, enabling for accurate and relevant supply reporting and support for the strategic supply functions.

Finally, the incumbent will engage directly with the Regional Bureaux and Operations to develop funding proposals and projects, both for in-kind donations and earmarked contributions, as well as to develop, test and pilot innovative supply chain projects focused on improving effectiveness and efficiency of supply interventions (swift, simple, sustainable) and to enable continuous improvement through lessons learned and experimentation.

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

• Develop and maintain supply work plans which are aligned with the UNHCR Global Strategic Priorities, operational and functional focus of DESS and the strategy of the Supply Management Service.
• Assess and propose budgetary and human resources requirements needed for the management of the projects and activities of the section.
• Ensure the effective and efficient use of financial and material resources within the rules and regulations of UNHCR.
• Lead the formulation of funding proposals for complementary supply-chain projects with specific focus on the development of the supply chain function in UNHCR and supply business processes.
• Ensure effective information flow and reporting on the supply chain activities to multiple and diverse level of audience.
• Ensure stewardship to operation supply and procurement training and capacity building for UNHCR staff and partners.
• Ensure timely and appropriate planning for ordering, transporting, and delivering of goods and services according to Bureaux and Operations’ requirements to support implementation of programmes
• Steer provision of supply chain support, guidance to field operations and Bureaux in the context of operational programmes
• Review and ensure the flexible adaptation of logistics and warehousing networks that include 2nd tier warehouses and/or regional warehouse establishment or closing and provide technical support around the management of country operations warehouses.
• Provide modern solutions to traditional problems through supply management tools to streamline the supply chain.
• Advise and guide UNHCR operations on the management of their supply chain and procurement activities in an effective and efficient manner and fully compliant with the prevailing supply chain policies and manuals.
• Ensure an efficient flow of quality goods and essential services to support UNHCR operations. – Develop relevant contacts and build constructive relations with Regional Bureaux and Operations, partner organizations, UN agencies and others, to foster cooperation for the timely and appropriate supply chain management consistent with the operational needs.
• Supervise and guide freight forwarding and customs clearance ensuring maximized use of resources and avoidance of delays and demurrage charges.
• Standardize procurement with due emphasis on quality as well as reduced procurement costs and delivery lead-time.
• Oversee the adherence to contractual agreements, performance requirements and delivery schedules by international suppliers.
• Work towards identifying new local/regional suppliers to increase competition as well as greater quality, efficiency, and cost effectiveness.
• Lead coherent procurement activities and monitor their adherence to ensure procurement and contracting standards.
• Develop an effective contracting strategy for contracts to serve Operations in the field
• Evaluate purchase requisitions, prepare, and dispatch quotation requests and/or tenders, guide and support the evaluation of offers and bid-tabulations.
• Negotiate with suppliers, prepare, and present recommendations to the HQs Committee on Contracts in conformity with UN/UNHCR Financial Rules and Regulations.
• Prepare contracts and Purchase Orders based on Statement of Works or Terms of Reference from requesting sections and send confirmations, requests for inspection and other correspondence.
• Review and advice on relevant purchase requests to ensure they are complete and in accordance with specifications, standards, procurement policy and procedures, available resources, and delivery time.
• Ensure Vendor review and administration are properly conducted and managed, including maintenance of the vendor and item master databases.
• Develop and implement practical projects to improve contracting performance.
• Monitor the quality and accuracy of contract related data in relevant business systems.
• Compile and analyse statistical information, identify trends and developments in contract related matters for decision making.
• Organize and conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to relevant parties.
• Engage directly with the Regional Bureaux and Field Operations to review their supply chain infrastructure and systems, develop proposals for improvement and follow up on implementation.
• Working closely with the Regional Bureaux and Field Operations, liaise with PSP to develop funding proposals and identify funding opportunities supporting supply chain initiatives (GIK and financial)
• Working closely with the other SMS services, Regional Bureaux and Field operation develop, pilot and test new supply chain initiatives enabling continuous improvement and learning.
• Provide effective and efficient supply data management for accuracy and quality
• Provide effective and efficient supply chain and procurement advice and clarifications on rules and regulations to field operations.
• Provide effective and efficient technical and systems support to field operations.
• Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
• Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For P5 – 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education

Commercial Law, International Business Law, Business Administration,

Economics, International Business, Procurement and/or Supply Chain.

or other relevant field.

Certificates and/or Licenses

Supply Chain Learning Programme (SCLP),

CIPS 3 and/or 4,

IAPSO,

UNJLC

or other UN Procurement and Logistics Trainings

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Certified solid experience in procurement processes and in developing technical specifications for procurement of goods and services. Knowledge of international trade practices, worldwide sources, suppliers, standards and engineering/technical products. 10 years relevant professional working experience in the area of procurement management either in international organisations or commercial companies. A minimum 5 years of relevant UN(HCR) supply experience obtained in field operations. Knowledge of commercial contracting and establishing complex commercial contracts. Demonstrated experience in providing capacity building training. Ability to provide guidance in a timely and understandable manner to staff that may not be familiar with the procurement process and/or rules, regulations, or terminology. Excellent managerial skills. High sense of responsibility, work under stress and be highly responsive to deadlines. Ability to maintain courteous, impartial and objective relations with suppliers; export councils, UN Agencies and NGOs.

Desirable

Relevant UNHCR/UN training record. Advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint, etc.). Knowledge of ERP systems and IPSAS. Demonstrated skills in funding proposals development and fundraising (in-kind donations and earmarked contributions). Relevant work experience and demonstrated competencies in systems, business processes, KPIs and supply tools. Demonstrated competencies in developing and implementing innovative approaches to supply chain management and translating global policies into SOPs. Demonstrated competencies in supply chain capacity building and training of various stakeholders (supply and non-supply staff, external stakeholders). Certification in Project Management (PRINCE2 or similar).

Functional Skills

SC-International Trade Standers (INCO)

FI-Finance – Accrural Accounting under Internationally accepted Standards (IFRS, IPSAS etc)

IT-ERP (Enterprise Resource Planning) Functional Knowledge

TR-Training and Capacity Building of Governments and/or national programs

ER-Inter-Agency External Relations

SC-UNHCR Procurement Rules and Procedures

(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.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Empowering and Building Trust

Judgement and Decision Making

Leadership

Managing Performance

Managing Resources

Strategic Planning and Vision

Cross-Functional Competencies

Innovation and Creativity

Policy Development and Research

Change Capability and Adaptability

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.

Desired Candidate Profile

The incumbent is required to have excellent analytical skills, allowing him/her to make judgement calls and be able to escalate sensitive issues as appropriate. The impact of the work has a high reputational risk to the organization. The incumbent must have demonstrated:

• Visionary approach and proactive program improvement efforts.
• Ability to deal with sensitive and confidential information.
• Ability to make judgment calls when processing sensitive and confidential information.
• Superior communication skills in English.
• Ability to work in a multicultural environment and manage a diverse team
• Proven leadership experience.
• Ability to analyze and communicate effectively.
• Ability to work collaboratively across diverse teams and manage competing priorities.
• Relevant work experience and demonstrated supply chain competencies at HQ, Bureau and Field levels;
• Relevant work experience and demonstrated competencies in different supply roles (procurement, logistics, inventory management) in emergency and protracted situations, and varied operational contexts (IDPs and Refugees);
• Relevant work experience and demonstrated competencies in implementing systems, business processes, KPIs and supply tools;
• Demonstrated competencies in developing and implementing innovative approaches to supply chain management and translating global policies into SOPs
• Demonstrated competencies in supply chain capacity building and training of various stakeholders (supply and non-supply staff, external stakeholders);
• Certification in Project Management (PRINCE2 or similar)
• Completion of UNHCR Management Learning Programme and Inter-Agency Cooperation Programme is considered an advantage

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

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel.

Nature of Position:

The Global Shared Services (GSS) provides location-independent transactional services in Finance, Payroll, Human Resources, Supply, and IT, to enable operations to focus on strategic and context-specific priorities globally. The GSS located in Budapest serves as the backbone of the service, which is supported by satellite teams in Panama, Amman, Kuala Lumpur, Dakar, and Nairobi.  The GSS also works very closely will all enabling functions, DPM, DRM, DEPS, and ITS, to ensure policies and controls are implemented and delivered in an efficient manner. The strategic direction and operating modalities of the service are governed by the GSS Advisory Board.

The Section will manage and is accountable for the verification of the validity, accuracy, completeness of all administrative data for suppliers, as well as the day-to-day interaction with Supply colleagues and as applicable GSS Finance Section, banks, or relevant authorities during Supplier Master Data validation efforts. The Section manages and ensures the administrative and financial information pertaining to suppliers is up to date and complete, in a manner that minimizes any business risk for UNHCR in its interactions with those Suppliers.

Living and Working Conditions:

Additional Qualifications

Skills

ER-Inter-Agency External Relations, FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc), IT-ERP (Enterprise Resource Planning) Functional Knowledge, SC-International Trade Standards (INCO), SC-UN/UNHCR Procurement Rules and Procedures, TR-Training and Capacity Building of Governments and/or national programs

Education

Bachelor of Arts: Business Administration, Bachelor of Arts: Commercial Law, Bachelor of Arts: Economics, Bachelor of Arts: International Business, Bachelor of Arts: International Business Law, Bachelor of Arts: Procurement, Bachelor of Arts: Supply Chain Management

Certifications

HCR Supply Chain Learning Program – UNHCR, IAPSO/UNDP Procurement – Other, UN Joint Logistics Centre – Other

Work Experience

Competencies

Accountability, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Innovation & creativity, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Policy research & development, Strategic planning & visions, Teamwork & collaboration

UNHCR Salary Calculator

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

Compendium

Flash Vacancy Notice

Additional Information

Functional clearance

This position doesn”t require a functional clearance