Assistant Supply Officer

H (no hardship)

FamilyFamily

NOA

National Professional Officer

Reason

Regular > Regular Assignment

June 19 2025

Assistant Supply Officer

Organizational Setting and Work Relationships

The Assistant Supply Officer supports all activities pertaining to the supply chain function including planning sourcing & procurement transport shipping customs clearance warehousing assets & fleet management within the area of responsibility. The position may be located at Headquarters (within DESS) in a Regional Bureau or in a Country Office.
The incumbent is normally supervised by the (Senior) Supply Officer or other senior staff with supply oversight function who defines the objectives and provides general guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent may supervise some staff and/or AWF.
In Bureaus and country operations s/he maintains regular contacts on working level with other UN agencies UNHCR Partners NGOs government partners and commercial contractors in the area of operation.

S/he will support effective supply chain that enables the office to meet the needs of persons of concerns as well as timely delivery of quality goods and services to persons of concern. Further the incumbent will assist in the maintenance of a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses along with effective partners to support supply activities.

The Assistant Supply Officer maintains impartial ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies and International Organisations within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement actions if as and whenever necessary.

The incumbent will support the coordination of the delivery of assistance from the regional warehouse if applicable. S/he will liaise with SMS staff who manage the Global Stockpiles and who manage the Global Asset and Fleet Management if and as required and if applicable.

Contacts are predominantly with other UN agencies Implementing partners and Government Departments on relevant subject matters at the working level.

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 UNHCRs core values of professionalism integrity and respect for diversity.

Duties
- Support all activities pertaining to the supply chain function including planning sourcing transport shipping customs clearance warehousing asset and fleet management as applicable.
- Support the procurement process to ensure timely cost-effective and adequate delivery of commodities and services to support operational needs.
- Identify partners for supply chain projects based on objectives priorities strengths and resources of the UNHCR Partner and/or contractor according to criteria consistent with UNHCR rules and regulations.
- Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
- Manage tender processes and assist in the preparation of proposals for award of contracts to the relevant CoCs.
- 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 UNHCRs sourcing and procurement strategy when planning for purchase of important commodities and services.
- Ensure timely customs clearance of consignments and manage warehousing according to best practices and UNHCR rules and regulations.
- Maintain an efficient system for the release and redeployment of goods.
- Coordinate the release and transportation and of relief and other non-food items.
- Analyse matters relating to sourcing & procurement activities and deliver information on all sourcing & procurement activities within area of responsibility. Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections.
- Provides asset management reports customised reports and gathers information on all assets and provides in-depth reports periodically and when requested.
- Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process.
- 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 promote commitment to and monitor compliance with UNHCRs global policies standards and guidance on supply chain management.

In the Regional Bureaux:
- Support Country Operations on how to implement supply operations based on interpretations of the situation and conclusions to how the operation can be best implemented.
- Track the progress of specific periodic operations and provide guidance that ensures timely implementation.
- Assist in coaching and advising individuals or Supply teams as requested.
- Track global Supply KPIs for the region and devise regional ones as required.
- Monitor all periodic Supply exercises such as monthly reconciliations quarterly physical inventory exercises and year-end accounts closure procedures and ensure that they are implemented throughout the region and provide relevant reports to senior managers.
- Assist country operations in MSRP management.
- Support the analysis of country financial reports and work with the Country Operations Supply Team leaders to address red areas relating to Supply aspects of operations.
- Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs.

In the Country Operations:
- Ensure that the local supply chain functions are optimised and aligned with the operations evolving needs and management systems and there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements.
- 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.
- Through regular physical verification of PPE establish their status.
- Propose old and obsolete PPE for disposal and plan for arrival of replacement items.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool saves cost and safeguards the investment of the organisation including receipt inspection registration & marking of new Property Plant and Equipment (PPE) and organisation of the physical verification of PPE.
- Ensure that PPE agreements are properly issued and signed. Ensure proper preparation of disposal forms and cases for the Asset Management Board. Organize the disposal of PPE according to Asset Management Board decisions.
- Adapt local supply chain structures to be consistent with the operational needs. Ensure effective information flow in the supply chain and adapt local process to the prevailing environment.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education
Business Administration
Engineering
Logistics
Supply Chain Management
International Commerce

or other relevant field.

Certificates and/or Licenses
Supply Chain Learning Programme
Fritz Institute Certificate in Humanitarian Logistics (CHL)
Certificate from Chartered Institute of Purchasing & Supplies e.g. CFIPS CMIPS MCIPS;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified.
Desirable
Other UN procurement and logistics training such as IAPSO and UNPD.

Functional Skills
SC-PeopleSoft Supply Chain Management
IT-Computer Literacy
SC-Supply Planning
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Fleet Management
SC-UN/UNHCR Procurement Rules and Procedures
SC-Asset Management
(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.

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.

The desired candidate should possess:
- Maturity sound judgment and a collaborative approach to working in a dynamic and multifaceted operational context.
- Strong managerial coordination and interpersonal skills with the ability to engage effectively with peers field teams senior management HQ colleagues government authorities implementing partners and other external stakeholders involved in supply-related matters.
- Flexibility and readiness to travel to field locations including on short notice when required.
- Proven experience working with partners and external actors in complex operational environments.
- A strong understanding of the national context including language culture institutions and systems.
- The incumbent must demonstrate strong managerial capabilities sound judgement and understanding of operational priorities particularly in high-pressure and emergency contexts and respond effectively to competing demands.
- Prior experience in complex procurement processes within the UN and/or EU context including familiarity with VAT issues and their logistical implications is essential.
- Fluency in English and Greek is required.

Note: This is a National Professional Officer (NPO) position. Applicants must be nationals of Greece. The functions of the role require in-depth knowledge of the national context including language culture institutions and systems.

Greek

English

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station please visit: of Position:

Currently some 142000 asylum-seekers and refugees are hosted in Greece. In 2024 some 62000 people arrived either by sea or land. UNHCR provides expert advice to the State and evidence-based information that helps inform programmes and policies for asylum-seekers and refugees. Access to international protection identifying durable solutions and support to vulnerable asylum-seekers and refugees such as unaccompanied children and survivors of gender-based violence are UNHCRs key also works with national and local authorities the private sector civil society and refugee communities to advance protection solutions and inclusion develop support networks and create employability and training opportunities for refugees. The Office retains a readiness to respond to emergencies and new arrivals with a focus on immediate support to the most vulnerable. UNHCR Greece plays a strong advocacy role since continued support is needed particularly from EU countries and EU institutions in providing immediate protection to those most at-risk through sufficient resources ensuring capacity in the country and responsibility-sharing. UNHCR will continue to assist Greek authorities in responding to both short and long-term challenges.

Under the supervision of the Deputy Representative the Assistant Supply Officer will lead the Supply Unit and oversee a small team which is expected to gradually reduce to one supervisee by 31 December 2025. The incumbent will be responsible for overseeing all supply and procurement matters working in close collaboration with operational colleagues across UNHCR Greece to ensure timely cost-effective and compliant procurement in line with UNHCR policies and procedures.

The role requires close coordination with both field locations and the Country Office in Athens. This position may involve frequent travel to field locations as needed. The Assistant Supply Officer will also interpret and apply guidance from HQ and the Regional Bureau offering clear actionable recommendations to facilitate decision-making. The incumbent will be expected to regularly brief senior managers providing concise and strategic overviews of supply needs and challenges easily understood by non-specialists to support informed decision-making.

Living and Working Conditions:

Athens is the capital and largest city of Greece. Athens is a family duty station classified as H by ICSC. Public Transportation and medical facilities are well-developed and easily accessible. The educational institutions at all levels as well as international schools are available. The climate can be described as Mediterranean with hot and dry summers and cool and mild winters.

In accordance with UNDSS security risk assessment the whole Greek operation is classified as Security Level 2 (low). Security Clearance is required for travelling in the country.

For more detailed information please consult the continuously updated living conditions booklet on Intranet.

Additional Qualifications

Skills

Bachelor of Arts: Business Administration Bachelor of Arts: Engineering Bachelor of Arts: Logistics Bachelor of Arts: Mathematics

Certifications

Fritz Humanitarian Logistics - Other HCR Supply Chain Learning Program - UNHCR Institute of Purchasing and Supply - Other

Work Experience

Supply/Procurement Workforce to Supervise

Competencies

Accountability Client & results orientation Commitment to continuous learning Communication Empowering & building trust Organizational awareness Stakeholder management Teamwork & collaboration

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Additional Information

Only shortlisted applicants will be contacted. Shortlisted candidates may be required to sit for a written test and will have to undergo an oral interview.

Functional clearance

This position doesnt require a functional clearance