Deadline for Applications
Hardship Level
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular AssignmentTarget Start Date
Standard Job Description
Supply Assistant
Organizational Setting and Work Relationships
The Supply Assistant provides support to 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 (AoR).
The incumbent is supervised by a higher level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific 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 the management of material resources within the geographical area covered while exercising efficiency in the use of those 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.
- Support warehouse management, assist the process of the custom clearance of consignments, assist in drafting exemption requests, assist with goods & services deliveries and assist in providing information on the status of requests and the availability of items in the supply chain.
- Assist in maintaining accurate and comprehensive records on supply activities and assist in providing reports and updates periodically, and on request.
- Assist in the preparation of purchase requests.
- Assist in preparing quotation requests and tenders, assist in producing bid-tabulations from tenders, and assist preparing purchase orders for approval as per instructions of senior Supply staff or other line managers.
- Assist in dispatch approved Purchase Orders, and assist in follow-up with the delivery of ordered commodities and services.
- Assist in producing standard asset management reports and other asset information, periodically and when requested.
- Assist in identify and assess vendors based on their capability for delivering commodities and services. Assist in maintaining vendor and item master databases.
- Assist in maintaining accurate data in all relevant business systems. Assist in compiling statistical information on supply chain related matters that will assist in decision making.
In the Regional Bureaux:
- Assist in tracking global Supply KPIs for the region and assist in preparation of regional ones, as required.
- Assist in monitoring all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and assist in providing relevant reports to senior managers.
- Assist Country Operations in MSRP management.
In the Country Operations:
- Assist in ensuring local liaison to effectively support the supply activities.
- Assist in the management of the storage of goods according to "best practices" and UNHCR rules and regulations.
- Assist in managing Property, Plant and Equipment (PPE) effectively according to UNHCR rules and regulation including registration and marking of new PPE, physical verification of PPE, preparation of agreements and disposal forms (including submissions to LAMB/AMB), and assistance with disposal of PPE.
- 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 G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
Field(s) of Education
Not applicable
Certificates and/or Licenses
Not specified
Relevant Job Experience
Essential
Not specified
Desirable
Not specified
Functional Skills
IT-Computer Literacy
SC-Customs clearance
SC-Logistics
SC-Supply Planning
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.
Desired Candidate Profile
Required languages (expected Overall ability is at least B2 level):
,
English,
Desired languages
,
,
Operational context
To view occupational safety and health considerations for this duty station, please visit: https://www.cdc.gov/travel
The Supply Assistant plays a crucial role in supporting supply chain activities by focusing on the sourcing, procurement, and delivery of goods and services. This entails coordinating transportation, warehousing, and inventory control while ensuring adherence to procurement processes and mandatory solicitation periods. The role requires active collaboration between supply functions and external entities such as suppliers and customs, along with managing financial transactions related to procurement, to secure the timely availability of core relief items. Strong organizational skills and effective stakeholder engagement are essential for maintaining accuracy and efficiency in achieving UNHCR's operational objectives.
Additionally, the Supply Assistant supports the Supply Unit with interpretation and translation tasks, specifically in English and Ukrainian languages. This includes providing interpretation assistance as needed, with a particular emphasis on simultaneous interpretation during meetings, whether online or offline, as well as consecutive interpretation and occasional communications. The incumbent also contributes to the written translation of various documents, such as correspondence with suppliers, frame agreements, contractual documents, tender publications, training materials, and meeting minutes, ensuring clear and precise communication across language barriers.
Ukraine is currently designated as a non-family country location, with Dnipro and Kharkiv classified as “E” duty stations and Odesa as a “D” duty station with 4-week R&R cycle, whereas Kyiv and Lviv are classified as “D” duty station with 6-week RR Cycle and Budapest being a designated R&R location for all duty stations. English is not widely spoken, access to hard currency is possible from local banks (rents are normally paid in USD). International staff rent private apartments in the cities of their duty stations. The quality of life is of average European standard, with relatively solid infrastructure. However, the volatile security situation, which includes frequent missile and drone attacks that trigger air raid alarms, requiring immediate move to the shelters (frequently during nights) affects the living and working environment on everyday basis resulting with sleep deprivation, high levels of stress, affecting the staff welfare and wellbeing. In addition, due to massive attacks on the country’s critical infrastructure there are frequent and prolonged electricity power cuts, coupled with lack of generators in private multistorey buildings and apartments, which may also affect elevators, heating, water, and possible sewage systems, leading to an overall unpredictable and at times difficult living situation, especially in winter. Due to the state of war, there is a country wide curfew in place from 00:00-05:00 every day. Also, all airports are closed, and air-traffic is not available, resulting in travel within and in and out from/to Ukraine being done mainly by car and local trains, supported by official shuttle for Poland and Moldova border crossing. Average train ride combined with shuttle by road from Kyiv to Poland, Hungary or Moldova airports ranges from 11-17 hours with train tickets selling very quickly. Movement between different locations within and outside Ukraine is not allowed during workdays and weekends/public holidays unless there is a specific approval from the Agency Representative.
The United Nations High Commissioner for Refugees (UNHCR) has been present in Ukraine since 1994 and substantially increased its presence and response after the full-scale invasion of Ukraine in February 2022. The geographical presence within Ukraine has significatively expanded to deliver the emergency response. The country office is located in the capital, Kyiv, and sub- and field offices are currently located in Dnipro, Kyiv, L’viv, Odesa and Kharkiv.
The war in Ukraine has caused death and suffering on a dramatic scale. In 2025, more than 12.7 million people are in urgent need of humanitarian assistance and protection, according to the 2025 Humanitarian Needs and Response Plan. Some 3.7 million people are internally displaced, while around 6.8 million refugees from Ukraine are recorded across Europe and beyond. Some 75,000 people, including some of the most vulnerable notable older people and people with disabilities, live in collective sites spread across the country. Ukraine also hosts asylum-seekers and refugees and is home to thousands of people who are stateless or at risk of statelessness.
The massive destruction of civilian infrastructure, with the energy sector being particularly targeted has made life extremely challenging for millions of people who have lost their homes and livelihoods, and has severely disrupted access to electricity, water, heating as well as critical services, including healthcare, education and social protection services. Humanitarian access continues to be hampered, particularly in frontline areas as well as to areas under temporary occupation of the Russian Federation. Civilians remain exposed to serious risks to their physical security and integrity, particularly in eastern and southern regions of Ukraine. The risk of GBV, including sexual violence, continues to prevail, alongside family separations, loss of housing and properties, as well as identity and civil documentation. Populations displaced or otherwise affected by the war live in situations of deprivation, following the loss or damage of their housing, loss of income, and often become dependent on an overstretched social protection system.
The Government of Ukraine maintains a strong lead role in responding to the needs of its population and UNHCR supports the Government and its central and local institutions to provide protection, shelter/housing, cash and in-kind assistance to displaced and other people impacted by the war. Currently, UNHCR has MOUs with five-line ministries, the First Lady’s foundation as well as the Office of the Ombudsman, 19 regional state administrations and agreements with 14 partners to deliver assistance and support the localization of the response.
Under the leadership of the UN Humanitarian Coordinator, UNHCR operates as part of the Inter-agency humanitarian response, working in close coordination with local authorities and humanitarian partners. UNHCR is leading three clusters - Protection, Shelter and NFIs, and CCCM. The strategic orientation of UNHCR’s response is to reach people, particularly those with specific vulnerabilities, who remain in frontline and heavily affected areas with immediate relief while supporting displaced people and those who have remained in their homes, or returned, with protection advice, housing support, livelihoods advice and cash assistance to enable their recovery and attainment of durable solutions.
Protection needs to be truly at the center of this response, as the highest critical needs of the population caused by the international armed conflict are in the area of protection. Since Ukraine is a highly sophisticated country with a strong government leadership and well-established administrative, social protection and digital systems, it is essential to design and deliver UNHCR’s protection programs in a way which simultaneously addresses immediate needs and supports the further development of sustainable and inclusive national protection systems.
With the EU having voted to confirm Ukraine’s accession to the EU at the end of 2023, Ukraine will also embark on a series of substantial and long-term reforms in numerous sectors, including justice and home affairs, which presents an opportunity to contribute to strengthened and more inclusive protection, asylum and statelessness reduction systems. Working closely with government authorities, local community representatives and partners from the embassies, UN, civil society and international financial institutions, amongst others, is thus key to ensuring that UNHCR’s response is closely aligned with and complementary of national and local strategies and recovery plans.
As the war continues, new urgent humanitarian needs are created every day, alongside protracted ones and peoples’ and communities’ efforts to recover and rebuild their lives in war-torn communities. Among the IDPs and refugees from Ukraine, the majority express a hope and desire to return to their homes as soon as the security situation allows. The protection needs of the population thus need to be analyzed and addressed both from a humanitarian as well as from an early recovery and durable solutions perspective, with UNHCR playing a leading role in this work.
Additional Qualifications
Skills
IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-Supply Planning, SC-Warehouse ManagementEducation
Certifications
Work Experience
Competencies
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Teamwork & collaboration, Technological awarenessUNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Additional Information
Functional clearance