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For every child, a Champion

UNICEF Somalia | UNICEF Somalia

How can you make a difference?

The Senior Supply and Logistics Associate performs highly skilled work on UNICEF supply chains, and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This is the senior GS level for more specialized supply chain work and requires advanced knowledge acquired through formal training and experience.

The function is characterized as highly independent and provides opportunities for Associates to lead and carry out responsibility for end-to-end supply chain management from the beginning to the end of the process and provide input into the design and development of improved supply chain services and delivery mechanisms.

The position can involve supervisory responsibility of others or in some instances be non-supervisory if highly technical.

 Summary of Key Functions, Accountabilities, and Related Duties/Tasks

Supply Chain Service Delivery and Response

Planning:

• In consultation with the supervisor, contribute to the Country Programme Action Planning.
• Advise on supply requirements for the Plan of Operations and Annual Work Plans.
• Participate in the forecasting, planning, implementation, monitoring, and evaluation of supply chain operations, including the establishment of performance indicators.
• Assess products and services for end-user verification and ensure they are fit for purpose.

Emergency Preparedness and Response:

• Support supply and logistics emergency preparedness and response activities.
• Establish Long-Term Arrangements (LTAs), conduct Procurement and Logistics Capacity Assessments, and update Contingency Plans.
• Pre-position stock to ensure timely response during emergencies.

Procurement/Contracting (Specialized):

• Provide input and advice on the annual supply plan.
• Conduct data review and analysis for category management and develop procurement strategies.
• Perform market research for best value and sustainable procurement, supporting product innovation and market shaping initiatives.
• Liaise with clients to plan procurement and contracting initiatives, develop specifications, and logistics arrangements.
• Establish LTAs, review specifications, and process RFQs, ITBs, and RFPs.
• Organize bid openings, conduct technical and financial analysis of offers, and coordinate sample evaluations and supplier site inspections.
• Conduct pre-bid meetings, clarifications, and negotiations with suppliers and contractors.
• Maintain the highest level of integrity, ethical standards, and accountability in procurement.
• Support potential suppliers in registering through the United Nations Market Place platform (UNGM).
• Prepare requests for award submissions to the Contract Review Committee.
• Prepare purchase orders and Institutional Services contracts in SAP (ERP system), ensuring completeness of documentation.
• Keep stakeholders informed on procurement progress, liaise with suppliers, and coordinate quality assurance inspections.
• Implement vendor management practices, monitor contract expiry, and take timely action for renewals or closures.
• Maintain appropriate filing of procurement cases and records for future reference, including audit purposes.
• Prepare procurement and supply reports and conduct procurement analysis.

In-country Logistics (Specialized):

• Provide logistics input to the supply plan and advise on infrastructure constraints (e.g., customs clearance, port capacity, transport options, warehousing capacity).
• Liaise with supply colleagues and clients, using supply dashboards to ensure pipeline monitoring and establish logistics capacity.
• Monitor offshore and regional procurement, ensuring timely customs clearance of supplies.
• Conduct research, collect data, produce reports, and ensure information accuracy in corporate systems for informed decision-making.
• Provide specialized support in logistics operations management, liaising with internal and external stakeholders for effective service delivery.
• Identify needs for contracting logistics third-party services and support performance monitoring.
• Manage documentation for logistics operations and resolve operational issues, escalating complex issues as needed.
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Warehousing and Inventory Management (Specialized):

• Manage UNICEF central and peripheral warehouse facilities and operations per UNICEF policies and procedures.
• Assess warehousing capacity, facilities, equipment, manpower, and processes, proposing corrective actions.
• Implement and organize new warehouse facilities, including temporary structures if necessary.
• Maintain warehousing and inventory management processes, ensuring accurate accounting, reporting, and internal control systems.
• Assess storage space availability and prepare stacking and storage plans.
• Supervise receipt and dispatch of consignments, prepare stock reports, and monitor inventory trends.
• Conduct regular physical counts of inventory and prepare documentation for commodity disposal.
• Support warehouse and inventory assessments and capacity building of partners and counterparts.

Alternative Delivery Mechanisms and Procurement Services:

• Support assessments and collaborations with implementing partners for Programme Cooperation Agreements (PCAs).
• Monitor supply components under the Harmonized Approach to Cash Transfers (HACT).
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• Participate in events/meetings to build partnerships and harmonized procurement and logistics arrangements.
• Facilitate Procurement Services (PS) transactions and monitor the issuance of Purchase Orders and Stock Transfer Orders.
• Ensure timely delivery/shipment of PS orders and support communication with COs for partnership requests.
• Maintain up-to-date files for Procurement Service transactions and monitor shipment pipelines.
• Supervise arrival, customs clearance, storage, and in-country distribution of PS commodities as needed.
• Identify opportunities for capacity building of government counterparts and improve supply chain processes.

Partnership, Coordination, and Collaboration:

• Support effective working relations with other agencies, local authorities, and implementing partners.
• Cooperate with other UN agency counterparts in reform initiatives (e.g., common LTAs, bulk procurement).
• Support national emergency logistics coordination structures and align UNICEF supply contributions with established processes.
• Design and deliver training and capacity-building sessions for external partners and internal stakeholders.

Other Duties/Responsibilities:

• Manage and provide guidance to lower-level staff, ensuring effective performance management.
• Implement supply and logistics guidelines and policies, coordinating with the supervisor and Deputy Representative Operations.
• Provide input for improving internal control systems and prepare reports on supply and logistics matters.
• Facilitate knowledge exchange and capacity building within the team, develop training for newcomers, and establish support processes for effective workflows.