Assistant Supply Officer

July 7, 2026

E (most hardship)

Non Family with Residential Location

Nairobi (CO), Kenya

NOA

National Professional Officer

Reason

Regular > Regular Assignment

2026-06-23

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 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
- 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 UNHCR's 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 UNHCR's 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.

Incumbent reporting to the Operations Officer will manage the supply unit and its activities (procurement, asset and fleet management, warehouse and inventory management) including supervision of the supply staff.
S/he will be responsible for managing all supply chain activities in Sub-Office Kakuma and to implement efficient control mechanisms to ensure risk reduction and compliance with the UNHCR Supply Manual, Financial, Rules and Procedures.
S/he should have previous working experience in warehouse and fuel management with analytical reporting skills to ensure efficient monitoring of partner staff operating the Kakuma CRI’s, spare parts and warehouse management, and fuel and fleet management. The incumbent should also have experience of supporting logistical aspects of movement of refugees during voluntary repatriation programme (Volrep), including sourcing for chattered aircrafts and should have knowledge of airstrip or airport procedures and operations.
The Assistant Supply Officer is part of the office’s multi-functional team in monitoring UNHCR-funded construction projects being executed by contractors in Turkana County. H/She will act as the focal person for all supply chain activities when SO Kakuma operations goes through both internal and external audit. S/he must have an in-depth knowledge of the local market and should have cultural awareness skills due to strong host community integration and influence on refugees’ programmes in Kakuma.
Should possess very strong professional and interpersonal skills since the position requires working with different suppliers, NGO partner organizations, security officers and governmental officials which requires tact and diplomacy.
S/he should have a pro-active mature attitude and be able to perform well under stress as well as in difficult Kakuma environmental conditions and effectively support supply chain that enables the Sub Office to meet the needs of persons of concern as well as timely delivery of quality goods and services to People We Serve.
The candidate should have demonstrated experience working in high-risk/hardship duty stations managing supply unit activities, and proven track record of successful performance and timely results delivery in complex operational conditions.

Demonstrated experience in leading and managing supply chain functions (procurement, fleet management, fuel management, CRIs and warehouse management, asset management, logistics including VolRep, compliance, monitoring and integrity mechanisms etc.) with strong analytical and reporting skills.

Strong procurement background including managing and efficient and effective monitoring of large-scale construction projects.
Experience in managing the large-scale supply operations and effectively managing the teams and working with various units for efficient delivery services.

Experience in implementing efficient control mechanisms to ensure risk reduction and compliance with UNHCR Supply Manual, Financial, Rules and Procedures.

Should possess very strong professional and interpersonal skills and integrity since the position requires working with various stakeholders including suppliers, NGO partner organizations, security officers and governmental officials, which requires tact and diplomacy.

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel.

Nature of Position:

UNHCR Sub-Office Kakuma operational area includes Kakuma Municipality including the refugee hosting areas and the urban refugees living in Eldoret. Kakuma, located in the north-western region of Kenya in Turkana County, is around 720 Km from Nairobi. Kakuma Municipality has a total population of around 530,000 people including over 320,000 refugees and asylum seekers from around 23 nationalities. Currently, within the progressive policies and pioneering approaches of the Kenyan Government i.e. the Shirika Plan at the national level, and the Kalobeyei Integrated Socioeconomic Development Plan (KISEDP) at county level, the UNHCR and partners are working ensuring the protection assistance and supporting socioeconomic inclusion of refugees and host communities. Besides, there are about 200 new arrivals per week to Kakuma, and all these are initially hosted in two reception centres prior to the registration and accordingly transferred to the refugee hosting areas. There are two field posts that provide various services for refugees and asylum seekers. 

Within the framework of these initiatives, various infrastructure and procurement activities including earmarked projects funded by number of donors are being implemented by UNHCR Sub-Office in Kakuma. The projects are being awarded on contracts and robust implementation monitoring is in place to ensure the quality and integrity across. The office also continues to maintain and manage a fuel depot where several security vehicles, health facility power generators, WASH facilities and partner vehicles working daily in Kakuma are fueled. The office also provides logistical support through a logistics partner to new arrivals, refugees and vulnerable persons as well as facilitating voluntary repatriation of refugees. 

Living and Working Conditions:

The current Security Level in the SRM Area 1A: Northern Rift Valley (Kakuma, Lodwar ) is Moderate -3. All United Nations personnel must comply with UNDSS procedures and recommendations during their assignment to Kakuma, Kenya. Thefts and burglary are the main incidents against UN personnel.

Kakuma city is a non-family duty station with a hardship classified E, its living conditions are difficult, but the social climate is calm. The weather is hot, dry, and sunny hence no heavy clothes would be recommended. Windy storms are common during the months of December and more pronounced in January till March.

UNHCR national staff can arrange their own accommodation or chose to reside in UNHCR Kakuma compound. Family members cannot reside or visit in the compound. The compound was constructed in 2001, houses were renovated several times and are in generally acceptable conditions. All houses have basic amenities and internet is available. UNHCR compound also includes a cafeteria, a gym, and a secure running path. There is an airstrip in Kakuma with regular humanitarian flights to Nairobi by UNHAS. Nearest public airport is in Lodwar.

The medical facilities in Kakuma are limited. JMS clinic is available in UNHCR compound as well as several public hospitals in Kakuma town and Kakuma camp. The yellow fever vaccine is compulsory, and vaccination cards should be updated. Vaccinations against Meningococcal Meningitis and Hepatitis A and B are also recommended. The basic drugs are available in pharmacies, but it is recommended to bring specific prescription drugs.

Kakuma camp is close to UNHCR compound, Kalobeyei settlement is half an hour drive away. There are no security restrictions on working in the camps. County authorities are located in Lodwar, some 2.5 hours away. The closest border crossing is Nadapal. Police escort is required for UNHCR missions to Lodwar and Nadapal.
 

Additional Qualifications

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

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

Competencies

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

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance