The Position:
The Supply Analyst post is located in Damascus, Syria country office and reports to the International Operations Manager (IOM). The Supply Analyst provides support in procurement and logistics.
The Supply Analyst will be responsible for:
A. Coordinating the procurement and supply chain related tasks
1. Ensure reliable supply/logistics management systems, procedures and documentation are in place as well as regular, accurate reporting to maintain the highest level of integrity, standards and accountability.
• Act as the overall coordinator of the procurement processes of the CO starting from the requirement definition to the closure of the procurement contracts
• Support the Programme Units in Annual Workplans preparation, supply planning and proposal development by providing technical advice on procurement specifications, cost, lead time, etc.
• Support the CO supply/logistics administration by providing advice on supply requirements in the development of the Country Programme and the activation/reporting of the Fast Track Procedures (FTP).
• Lead the preparation and submission of procurement plan of the CO and ensure its implementation in collaboration with the relevant programme staff and partners.
• Conduct market research, identify and recommend potential local suppliers.
• Maintain data on local supply and evaluate their overall performances (competitive pricing, cost-effectiveness, product quality and timely delivery, etc.).
• Ensure preparation of the supply status reports required for donor reports, programme analysis, annual reports, FTP reports, appeals, etc.
• Regularly communicate accurate inventory status, inventory aging and incoming supplies information.
• Ensure the reviews of the procurement plans and the completion of , the mandatory Quarterly and Annual Procurement Checklists
• Establish and maintain effective and constructive communication with CO Units and PSB on a continuous basis in order to take proactive actions on procurement related matters
2. Lead the Supply team, develop and maintain the CO capacity in Supply chain management
• Lead and supervise the staff of the Supply Unit,
• Effectively manage the Supply Unit’s staff workload and performance; ensure an supportive enabling environment is maintain for achievement of the goals
• Effectively support the personal development of the staff of the Supply Unit’s
• Act as the capacity development focal point of the CO on procurement and supply chain; interpret and advise the country office on policies and procedures impacting international and local procurement and delivery.
• Ensure completeness and accuracy of the appropriate supporting documentation for all supply and logistics transactions including bidding, customs clearance, receiving and inspection of goods, delivery slips, etc.;
• Ensure timely and effective implementation of Procurement related Internal and external audit recommendations in the business unit.
• Arrange proper handovers of procurement related matters to the backup staff when going on leave, mission, or leaving the organization.
B. Coordinating and supervising the procurement processes of the country office (solicitation, contracting and contract management) per the applicable procedures of UNFPA.
• Facilitate and coordinate preparation, announcement and processing of tenders;
• Lead the review of tenders and prepare submissions for the relevant contract review authorities, including Local Contracts Review Committee and Headquarters CRC.
• Oversee and coordinate establishing PO, Contract for professional contracts and Long Term Agreements, and collaborative procurement activities with other UN agencies;
• Supervise the efficient management of the Contracts/ Purchase Orders and LTAs established by the CO and the POs issued on behalf of the CO;
• Ensure that the financial receipts/ payments are facilitated on a timely basis strictly per the terms established through the relevant Contract/ Purchase Order/ LTAs;
• Ensure that the contracts are properly closed and complete contract files are maintained;
C. Facilitating and effectively managing logistic matters associated with shipments of goods and distribution of supplies
1. Coordinate and supervise the timely customs clearance of goods procured by the country office per the applicable procedures
• Team up with the Programme Units and other members of the Operations Department, as well as PSB, in order to ensure timely completion of customs clearance;
• Ensure timely coordination of logistics related matters such as obtaining import permits as required, product registrations, arranging waivers, etc.
• Review the OTS and Shipment Tracker data on a regular basis to identify red flags indicative of problems in the processes (e.g., delays in shipments or customs clearance; shipping documents not sent or received; aged in-transit or static inventory; items approaching their expiration dates; missing handover documents) and ensuring adequate remedial actions are timely taken;
2. Ensure the safekeeping of inventory supplies, management of the warehouses and distribution of supplies and equipment.
Ensure timely distribution of supplies according to approved plans and facilitate the coordination with the Programme Units, the partners and the recipients;
• Supervise and control the daily logistics operations including cold chain requirements when applicable, storage, transportation and distribution/dispatching;
• Coordinate the monitoring and reporting of last mile distributions with the Programme and M&E Units;
• Ensure the timely and accurate recording of all inventory transactions (e.g., physical receipt, put in warehouse, handover and disposals / adjustments) ensuring that the Shipment Tracker accurately reflects all inventories of goods under UNFPA control at all times;
• Ensure timely reporting of inventory status, movements and foreseen issues to Programme Units and CO Management;
• Ensure that the issues such as missing items/quantities, quality related issues, inventory adjustments that are a result of damage/expiration/theft and other causes are reported on a timely basis.
• Lead and coordinate the periodic physical count of inventories items; conduct monthly verification of inventory records in shipment tracker and supporting documentation;
• Ensure oversight on all warehouses used by UNFPA Syria
• Contribute to the management of UNFPA assets and facilities, including insurance requirements.
D. Collaborating with programme, implementing partners and other UN Agencies, providing technical and advisory support to CO and national systems
• Provide advice to the Country Office, Government and implementing partners on international and/or local procurement, delivery and utilization of UNFPA supplies and equipment;
• Cooperate with other UN Agencies in knowledge building and knowledge sharing for suppliers’ database and Assessments.
• Participates actively in inter-agency meetings and working groups to ensure UNFPA interests are reflected in common system activities related to procurement and logistics.
• Participate and represent UNFPA in inter-agency initiatives associated with strategizing the procurement function of the CO, taking the inputs from the programme leads and the programme interests and promoting procurement harmonization among the UN agencies operating in the country.
• Responsible for reporting on collaborative procurement activities.
E. Performing other operational tasks when necessary.
Qualifications and Experience
An advanced university degree is required in Business Administration, public administration,
Management, Economics, Supply Chain Management, Logistics, Procurement,
Contract/Commercial Law, International Development, with a minimum of two (2) years of
relevant experience, at the national and international levels, in supply, logistics, procurement
management, demand planning & forecasting, contracting & contract management,
emergency response, Procurement strategies & procurement policy, and/or other directly-
related technical fields is required.
*Procurement certification is desirable (i.e. CIPS)
Knowledge:
1. Understanding of development and humanitarian work.
2. Experience in handling complex, high-value contracts specialized in various categories
of supplies and services is highly desirable
3. Experience in procurement processes and procedures supporting the implementation
of programmes and operations for the United Nations or other comparable
international organization is desirable
4. Previous experience a conflict/ post-conflict environment is highly desirable
5. Health related supply chain management experience an advantage.
Languages:
Fluency in English is required. Knowledge of Arabic or another official UN language is considered as an asset.
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