Supply Associate

Deadline for Applications

October 9, 2026

Hardship Level (not applicable for home-based)

D

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate Type

UNOPS LICA6

Target Start Date

2026-10-01

Terms of Reference

• 1. General Background
• (Brief description of the national, sector-specific or other relevant context in which the individual contractor will operate)

The Supply Associate manages and supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, and warehousing within the area of responsibility.

The incumbent will be supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available resources.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their assigned area of resposibilities, 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.

• 2. Purpose and Scope of Assignment
• (Concise and detailed description of activities, tasks and responsibilities to be undertaken, including expected travel, if applicable)

• - In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
• - Prepare plans for delivery of relief and other non-food items according to the operational needs and regularly update the information in UNHCR IT systems.
• - Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems. Ensure timely customs clearance of consignments.
• - Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
• - Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
• - Draft and dispatch quotation requests and/or tenders, and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts.
• - Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery.
• - Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in supply chain related matters that will assist in decision making.
• - Disseminate and promote UNHCR's global policies, standards and guidance on supply chain management.
• - Ensure local liaison with partners to effectively support the supply activities.
• - Manage storage of goods according to "best practices" and UNHCR rules and regulations.
• - Coordinate supply activities of UNHCR Partners and/or contractors performing supply related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures.
• - Perform other related duties as required.

• 3. Qualifications and Experience
• (List the required education, work experience, expertise and competencies of the individual contractor. The listed education and experience should correspond with the level at which the contract is offered.)

a. Education (Level and area of required and/or preferred education)

3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.

• b. Work Experience
• (List number of years and area of required work experience. Clearly distinguish between required experience and experience which could be an asset.)

Essential- Minimum two years relevant experience in the Supply Chain field.

Desirable- Other UN procurement and logistics training – such as IAPSO and UNPD. At least two years proven work experience in sourcing and procurement, working and coordinating with other stakeholders to enable timely delivery of quality goods/services.

Standard Job Description

Supply Associate

• Organizational Setting and Work Relationships
• The Supply Associate manages and supports all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility.

The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some staff in the office. The incumbent maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support and monitor the supply activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available resources.

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
• - In compliance with supply chain rules and procedures, support the related supply activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
• - Prepare plans for delivery of relief and other non-food items according to the operational needs and regularly update the information in UNHCR IT systems
• - Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services. Update the information in UNHCR IT systems. Ensure timely customs clearance of consignments.
• - Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
• - Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
• - Draft and dispatch quotation requests and/or tenders, and assist in the evaluation of offers and draft bid-tabulations, prepare proposals for award of contracts to the Committee on Contracts.
• - Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery.
• - Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable.
• - Provide asset management reports, customised reports, and gathers information on all assets and prov