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Supply Chain Management OfficerUnited Nations Office for Project Services (UNOPS)

BornoNigeria
2 years19 Applicants
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job description - Supply Chain Management Officer


  • Logistics, Administration and Security Management Services
  • Management Support
  • Team Management
  • Knowledge Building and Knowledge Sharing
  • Logistics, Administration and Security Management Services
  • Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:
  • Oversees implementation of logistics system by UNOPS logistical procedures
  • Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
  • Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
  • Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
  • Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space, and other administrative matters.
  • Compiles information on administrative services provided for cost-recovery bills.
  • May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
  • Ensures prompt reporting and investigation of vehicle accidents, damage, loss, or theft of items; update and maintenance of vehicle history reports.
  • Supervises external contractors for transportation services, including client service and processing of invoices.
  • Work under the guidance and supervision of the functional supervisor, within the Support Services team, and in close coordination with the Project Managers and the office management team to provide a comprehensive range of specialized and administrative support services for the management of security and safety operations.
  • Promote a client-oriented approach consistent with UNOPS rules and regulations and UN Security Management System policies. S/he will be responsible for resolving security-related issues and information exchange in a timely fashion.
  • Assist and supervise custom clearance and reception of the goods and ensure that they are well registered in a Monitoring sheet.
  • In collaboration with the procurement team, develop related storage and distribution strategies;
  • Work with team member counterparts on logistics needs to delivery schedules and provide technical support for handling logistics and cost implications for safe delivery both internationally and nationally;
  • Assist in the coordination of storage and distribution activities
  • Develop monitoring tools related to storage and distribution and update on regular bases standard operating procedures to ensure best practices on storage and delivery;
  • Assist in updating team members and recipients on all processes and procedures used as well as keeping informed the progress of individual delivery schedule;
  • Assist in ensuring that goods and services are provided according to office needs;
  • Responsible for asset and inventory management of all expendable and non-expendable items under each project to maintain accurate records for accountability as well as the handover of equipment when appropriate;
  • Ensure that a register for assets, non-expendable property, and equipment for the office is established and maintained/updated on an ongoing basis and that asset lists are updated every month. Monthly reports are to be submitted to the Project Manager;
  • Provide overall management, tracking, maintenance, and reporting of assets and non-expendable property and equipment in the project offices. Oversee the handling of physical verification of assets and equipment on a regular schedule, and that any discrepancies are fully investigated and resolved;
  • Implement and maintain sound asset management and inventory control system by UNOPS Asset Management policy;
  • Prepare receipt and inspection reports for all incoming equipment and supplies;
  • Issue equipment and supplies to project personnel and maintain updated inventory records;
  • Assist in a disposal plan by UNOPS policy for unserviceable assets and expired/damaged stock, following donor regulations;
  • Review all Asset Registries and develop a plan for verifying and re-registering assets procured by the project by UNOPS policy;
  • Reconcile all assets recorded in the Assets Register against the items purchased by the project;
  • Monitor/control the movement of equipment into and within the country including all customs matters;
  • Assist and maintain the Project Communications network including VHF, HF, and satellite means;
  • Set up the proper system on equipment maintenance, repair, and replacement during the project lifecycle;
  • Assist in developing logistic procedures including logistics SOPs by UNOPS Asset Management policies;
  • Provide a weekly summary of activities in the process;
  • Assist the team in preparation of RFQ, evaluation, and follow-up on contracts and POs;
  • Perform other related duties as instructed by the supervisor.
  • Team Management
  • Facilitate the engagement and provision of high-quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
  • Provide oversight, ensuring compliance by team members with existing policies and best practices.
  • Management Support
  • Coordinates individual work areas and coaches personnel in the execution of standard office transactions, processes, and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies, and knowledge of the work areas.
  • Monitors team performance against service agreements with clients, and client satisfaction
  • Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as travel, commitments, and expenditures.
  • Administers inventory control, supervising proper issuance of inventory items and supplies.
  • Reviews travel authorizations, documentation, payments
  • May be designated transactional role in OneUNOPS/Enterprise system
  • Compiles data and researches information for planning of financial resources/administrative budget for administrative services.
  • Provides general administrative services for the work area, managing the information flow, following up on the timeliness of responses for initiatives, correspondence, and queries, with internal and external stakeholders, including Security Focal Points of UN agencies and The UN Department of Safety and Security (UNDSS).
  • Organizes meetings and briefings, arranges appointments, receives visitors, places, and screens telecommunications, answers queries with discretion, and takes minutes and/or notes at meetings as directed by supervisors.
  • Prepares reports, tables, databases, charts, etc., applying technical skills and knowledge in formatting.
  • Facilitates emergency communications by operating specialized data-communication equipment.
  • Maintains routine and confidential correspondence files/documents, ensuring the security of data and other sensitive information.
  • Knowledge building and Knowledge Sharing
  • Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration-related topics.
  • Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and dissemination of best practices in human resources.
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results

The effective and successful achievement of results by the Administration Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/program. Timely and accountable delivery of services ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements:

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • Maiduguri is NOT a family duty station
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans, and procedures of the UN Security Management System and that of UNOPS.

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About the company

We are s an operational arm of the United Nations, dedicated to implementing projects for the United Nations System, international financial institutions, governments, and other partners.

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