Supply Associate

April 12, 2026

Grade

GS6

General Service

Reason

Temporary > Temporary Assignment/ Appointment

A (least hardship)

Family

2026-04-01

2026-12-31

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 provides in-depth reports periodically and when requested.
- 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.

In the Regional Bureaux:
- Track the progress of specific operations and provide guidance that ensures timely implementation.
- Assist in coaching and advising individuals as requested.
- Track global Supply KPIs for the region and assist in devising 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.
- Support the work of the Regional Contracts Committee (RCC) through e.g. compiling and checking documents for RCC meetings, taking minutes, communicating decisions.

In the Country Operations:
- 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.
- 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), organisation of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organise the disposal of PPE according to Asset Management Board decisions.

- 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

Education & Professional Work Experience
Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
n/a

Certificates and/or Licenses
Trade, Business Administration, Economics, Marketing
or a related field
(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
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset Management
SC-Fleet 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.

Operational Context
The AP Transitional Support Hub was established to provide interim, centralized support to country operations across the Asia Pacific region following structural and operational changes introduced under the organizational reform process. With several field operations operating at reduced capacity, particularly in support functions, the Hub plays a critical transitional role in ensuring continuity and quality of transactional services until the Global Shared Services (GSS) fully assumes these functions.
Within this framework, the Supply function of the Hub delivers procurement and supply related services to selected small and medium sized operations. This includes direct support and guidance on various Cloud ERP (CERP) supply and finance modules, as well as, when required, the direct management of procurement actions on behalf of field operations. All work is guided by UNHCR policies, Administrative Instructions governing procurement and Committees on Contracts, and aligned with public sector standards and internal control frameworks.
The Supply Associate works under the direct supervision of the Hub Manager and maintains close coordination with country operations and the Regional Bureau’s Supply Unit. The role requires a strong understanding of procurement processes, a client service orientation, and the ability to operate in a high volume and fast paced environment while ensuring accuracy, compliance, and adherence to internal controls.
Although transactional, the work is strategically important for strengthening procurement compliance, improving operational efficiency, and enhancing data accuracy within CERP, particularly in resource constrained contexts. The Hub operates in a dynamic and multicultural environment requiring flexibility, adaptability, and collaborative problem solving.
Based in UNHCR Kuala Lumpur, the Supply Associate receives general work planning and supervision from the Hub Manager, and technical/functional guidance from the Regional Bureau Supply Unit. The incumbent supports the effective delivery of transactional supply services to country operations, in line with UNHCR supply rules, procedures, and accountability frameworks.
Key Functions:
• Support and guide procurement activities for small and medium sized operations.
• Assist and advise on the development of specifications, TORs, SOWs, and Bills of Quantities.
• Support or directly manage CERP modules such as negotiation/tendering, PO and contract creation, receipting and put away, Material Release & Issue (MRI), and inventory classifications.
• Process supply transactions and provide technical guidance to country operations on procurement requirements.
• Contribute to key performance indicators aligned with UNHCR supply policies and procedures.
• Use web based tools effectively and support operations in improving data quality and compliance.
The incumbent is expected to be a strong team player with excellent communication skills, proactive problem solving abilities, and the ability to work effectively in a diverse multicultural environment.


Desired Candidate Profile:
• Sound understanding of UNHCR Supply Chain policies, procedures, and Administrative Instructions governing procurement, logistics, and inventory management.
• Knowledge of public procurement standards.
• Strong client service orientation with effective communication and interpersonal skills.
• Experience with Cloud ERP or similar enterprise resource management systems.
• Good understanding of internal controls, compliance, and audit preparedness.
• High attention to detail, accuracy, and numerical competence.
• Ability to manage multiple priorities and meet deadlines in a high volume environment.
• Technical understanding across a range of supply related areas.
• Demonstrated integrity, discretion, professionalism, and ability to work collaboratively in multicultural settings.

Additional Information:
No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing, or any other fees).

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality, and culture. All applications will be treated with the strictest confidentiality.

UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.

This position doesn't require a functional clearance

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Skills

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-Warehouse Management

Education

Certifications

Business Administration - Other, Economics - Other, HCR Learning Program - UNHCR, HCR Supply Chain Learning Program - UNHCR, IAPSO/UNDP Procurement - Other, Logistics - Other, Marketing - Other

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