Assistant Supply Officer

July 12 2026

Grade

NOA

National Professional Officer

Reason

Temporary > Temporary Assignment/ Appointment

A (least hardship)

Family

Standard Job Description

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 DEPS) 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 forcibly displaced and stateless persons as well as timely delivery of quality goods and services to forcibly displaced and stateless persons . 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 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 Cloud ERP 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.

Global Shared Services (GSS) provides location-independent transactional services in Finance Payroll Human Resources Supply and IT to enable operations to focus on strategic and context-specific priorities globally. The GSS located in Budapest serves as the backbone of the service which is supported by satellite teams in Panama Amman Kuala Lumpur Dakar and Nairobi. The GSS also works very closely will all enabling functions DPM DRM DEPS and ITS to ensure policies and controls are implemented and delivered in an efficient manner. The strategic direction and operating modalities of the service are governed by the GSS Advisory Board.

This position is part of the GSS Regional Hub and the overall Supply section of the GSS. The position will administratively report to the Head of the GSS Regional Hub while functionally will report to the Chief of Supply Operational Support in GSS.

S/he will liaise with GSS staff who manage the GSS supply section as well as GSS staff in the Hub regularly and with other counterparts if and as required and if applicable. Contacts are predominantly with other Hub GSS functions the GSS Center Supply Function Suppliers SMS and other UN agencies on relevant subject matters at the working level.


Desired Candidate Profile:

The incumbent is required to have excellent analytical skills allowing him/her to
make judgement calls and be able to escalate sensitive issues as appropriate.
The impact of the work has a high reputational risk to the organization. The
incumbent must have demonstrated:
Proficient knowledge in effective and efficient procurement of goods and services with proven experience at previous work positions preferably UN.
Ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments often under close deadlines.
Proven ability to deal with multiple tasks with speed in a courteous and service oriented manner.
Good understanding on applying International Commercial Terms (INCOTERMS) experience in international transport arrangements by air sea and land including basic understanding on customs clearance formalities cargo specific requirements (i.e. dangerous goods temperature-controlled goods etc) and basic packaging / palletization requirements.
Experience and working knowledge of ERP systems ideally of UNHCRs MSRP Supply Chain Module would be an advantage.
Technical knowledge of types of services supplies and goods purchased by UNHCR for Headquarters Regional and Field Offices would be an advantage.
Relevant training such as CIPS or other public procurement trainings.
Knowledge of UN and UNHCR Financial Regulations and Rules relating to
procurement.

Ability to deal with sensitive and confidential information.
Ability to make judgment calls when processing sensitive and confidential information.
Superior communication skills in English.
Ability to work in a multicultural environment and manage a diverse team
Ability to analyze and communicate effectively.
Ability to work collaboratively across diverse teams and manage competing
priorities.

Demonstrated competencies and natural inclination to service delivery with
special attention to customer relations and creative approaches to finding and
implementing solutions.

*non-Malaysian candidates with a valid work permit are welcome to apply*

The salary range is from MYR 8989.79 to 11324.56.

This position doesnt require a functional clearance

English

Skills

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

Education

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

information