Assistant Supply Officer (National Officer)
United Nations High Commissioner for Refugees
مجموع سنوات الخبرة :28 years, 4 أشهر
Supply
• Assist in all activities pertaining to the Supply Chain function within his/her area of
responsibility as defined in Chapter 8 of the UNHCR Manual. These activities include
Planning, Sourcing, Delivery, Asset Management and Support Implementation.
• Assist in the planning for supplies of goods and services required by the office
including the preparation for reports.
• Maintain specific internal control and develop self-evaluating criteria/procedures with
the office to ensure adherence to standards of the supply function.
• Carry out customs clearances of internationally procured items and liaises with other
organizations to obtain all necessary authorizations and clearances.
• Participate in the evaluation of offers, bids tabulations and the selection of suitable
suppliers;
• Maintain and update the roster of UNHCR suppliers
3. Delivery
• Participate in the assessment and organization of an efficient systeme for the
transport, storage and distribution of goods including proper recording and accounting
systems;
• Assist in liaising with relevant authorities for import and export clearances, tax
exemptions, port clearances etc .. and the timely delivery of relief items;
• Provide up to date pipeline information on goodes and services;
• Monitor activities of Implementing Partners and/or commercial contractors tasked with
supporting supply functions such as warehousing, fleet operations, maintenance,
goods delivery and the movement of staff or refugees;
• Assist in quality control of relief material.
4. Asset Management
• Assist in tracking and reporting on the deployment and use of capital assets;
• Monitor asset use and disposal;
• Maintain proper standards of receipt and accounting for assets and other relief
material;
• Participate in the disposal or redepolyment of assets to the Local Asset Management
Boards;
Control payments against obligation level for office and Implementing Partners (IPs).
Monitor implementation of the signed sub-agreements by IPs and ensure timely submission of the required financial and narrative reports as agreed on in the signed sub-agreement.
Verify Sub-project monitoring reports (SPMRs) and ensure that disbursement made according to the UNHCR financial rules.
Provide necessary guide and advice to the IPs in the proper way of disbursements according to UNHCR financial regulation.
Follow up payment of instalments to IPs.
Check agreements and follow up signing by all partners and despatch to HQs under the supervision of the Programme Officer.
Prepare monthly cash forecast chart based on the instalment payments and other project payments in laision with the Programme Officer.
Import the monthly accounts of branch/filed offices and send monthly diskette of accounts to HQs.
Prepare monthly project control chart which reflects actual expenditures and instalments paid to IPs against the obligation level and the signed sub-agreements.
Check/finalise payment requests for IPs instalments and other project payments.
Payment to contractors for transportation of refugees
Payments to Suppliers of stationery and equipment
Check the contracts of the Suppliers
Participate in verification of final SPMRs.
Enter final SPMRs in the FMIS.
Deduct unspent balances.
Submit closure records to HQs.
Have worked close to the UNHCR Internal Auditors during their recent visit to Sudan, providing all required documents and reports.
Maintain financial and project records in the FMIS and files.
Undertake other duties assigned by the Senior Repatriation Officer and Programme Officer.
Monitor the implementation of budget with the implementing partners of refugees as well as Internal Displaced People (IDPs).
Verify the sub-project monitoring reports (SPMRs) with the implementing partners.
Report on the budget verification and all programmes related issues.
Provide technical and relative advises to the implementing partners.
Participate in the budget proposal discussion.
Regular field visits to the camps to follow up on sub-projects implementation and results by the implementing partners.
Maintain the project budget of the office and determine the relevant budget codes to be charged against with close consultation with Programme/Repatriation units in Branch office (Khartoum).
Maintain the budget records and the sub-project files through a proper filing system.
Undertake active role in the Voluntary Repatriation of the Eritrean and Ethiopian refugees.
Under the direct supervision of the Admin. Officer, Showak, I was achieving the following tasks:
Monitor and relay HF traffic within and between some 5 to 20 implementing partners’ offices.
Prepare telephone bills for staff members and assist in payment and recovery.
Ensure that urgent and emergency-related radio messages are immediately passed to Head of Sub-Office/ Action Admin. Officers
Type/Draft outgoing messages on pactor.
Maintain inventory of all communication equipment.
Participate in the registration and movement of refugees from Sudan to their home country.
Replaced Senior Secretary during her absence. My duties included the following:
Draft and type letters, memorandums and radio messages including high confidential documents. Type a wide variety of materials from drafts and printed texts and revised texts stored electronically.
Receive/screen incoming/outgoing telephone calls for the head of the sub-office. Also, send/retrieve email messages and ensure proper use of it.
Take minutes of Head of sub-office meetings, arrange appointments and organise meetings both internal and external. Receive visitors and answer enquiries with discretion.
Prepare informal translation from Arabic to English and vice versa and act as interpreter when deemed necessary.
Responsible for ordering office equipment and supplies and maintaining records for their distribution ( in co- ordination with admin. unit)
Receive, register and distribute incoming pouch from branch office and field offices.
Prepare and register outgoing pouch and despatch of items as necessary.
Arrange official receptions given by Head of sub-office.
Prepare schedule of duty roster every week for the office.
Keep lists of names, addresses and telephone numbers of UNHCR staff members and government officials in Sudan.
Assist in preparing budgets for all ministries and governmental departments.
Follow-up the implementation of the budgets.
Apply appropriate corrective steps in resolving all financial problems encounter.
Assist in preparing budget proposals for all refugee camps.
Monitor the implementation of the budgets through regular field visits.
Assist the project and section managers in preparing sub- project monitoring reports (SPMRs) both financial and narrative and submit them to the UNHCR Office.
Provide relevant advises to the heads of section and project managers on preparation of financial reports.
In liaison with Accounting Manager, maintain the office accounts within the ceiling of the approved budget and avoid over-expenditure.
Prepare inventory report.
Participate in budget discussion with UNHCR concerned officers.
Division Two.