Supply Associate

November 19, 2026

A (least hardship)

Family

GS6

General Service

Reason

Regular > Regular Assignment

2027-02-01

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.

The ideal candidate will possess demonstrated experience in supply chain management, procurement, logistics, asset management, and contract administration, low value procurement, and support with staff and partner training. Strong knowledge of organizational supply policies, procedures, compliance requirements, and best practices is essential.
The incumbent should be highly organized, detail-oriented, and capable of effectively managing competing priorities while ensuring timely delivery of supply-related services. Given the lean structure of the Supply Unit, the candidate must be able to independently coordinate and monitor a broad range of supply activities, exercise sound judgment, and proactively identify and address operational challenges.

Fluency in Portuguese is required to effectively engage with local vendors, service providers, government counterparts, and other national stakeholders. Fluency in English is also essential to facilitate communication with regional bureaux, headquarters, and other international counterparts, as well as to manage documentation, reporting, and coordination processes.

The successful candidate will demonstrate excellent interpersonal and communication skills, with the ability to build constructive working relationships and collaborate effectively across programme, finance, administration, ICT, and field-based teams. A strong service-oriented approach, customer focus, and ability to navigate multiple stakeholders while maintaining compliance and operational efficiency are highly desirable.

Previous experience supporting supply activities in decentralized operations, managing vendor relationships, monitoring contracts, coordinating procurement processes, and ensuring accountability of assets and resources will be considered a strong asset. The candidate should also demonstrate initiative, integrity, professionalism, and a commitment to delivering high-quality operational support.

English

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Portuguese

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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:

Brazil hosts an expansive and diverse refugee population, with more than 1 Million individuals requiring international protection. The country serves as a vital entry point for refugees primarily from Venezuela, entering through the state of Roraima, and from countries such as Afghanistan, Haiti, Syria, and Ukraine, arriving via humanitarian visas through São Paulo international airport. There has been a notable increase in the number of Cuban asylum-seekers, highlighting Brazil's evolving refugee demographics.

UNHCR collaborates closely with the Brazilian government alongside civil society, academia, private sector, and development actors, to facilitate access to basic rights and promote socio-economic integration for refugees. This includes bolstering national and local policies for receiving, protecting, and integrating refugees and other individuals in need of protection. UNHCR's protection efforts extend across the country, targeting vulnerable groups such as survivors of gender-based violence, indigenous populations, and unaccompanied children.

Despite Brazil's robust legal framework granting refugees equal rights and unrestricted access to public services, practical challenges remain. Refugees face barriers such as language differences, limited local service capacity, and status-specific impediments affecting their full economic participation. National strategies like Operation Welcome address these challenges, setting standards for reception and assistance, and facilitating relocation across Brazil to foster integration, particularly for the Venezuelan population.

Special attention is required for indigenous refugees from Venezuela, who experience significant socio-economic integration obstacles. Tailored initiatives are essential to support their transition from emergency shelters while respecting cultural rights.

With the recent influx of Afghan refugees, particularly following the humanitarian visa policy, the local systems in São Paulo are adapting to manage increased arrivals and new community dynamics. Similarly, the growing Cuban refugee population poses challenges requiring UNHCR's continued support in documentation and integration.

The Multi-Year Multi-Partner Strategy for Brazil (2026–2029) aims to enhance local integration as a priority, leveraging Brazil's leadership in refugee protection to fortify access to rights through the forthcoming National Policy on Migration, Asylum, and Statelessness. However, challenges such as housing precarity, organized crime vulnerabilities, and socio-economic barriers for women and girls remain significant obstacles that need addressing to ensure successful integration.

UNHCR's vision is that by 2029, forcibly displaced and stateless people in Brazil will enjoy a safe, inclusive, and sustainable environment, with fully protected rights and pathways to self-reliance and societal integration.

The Supply Associate (G6), based in Brasília, contributes to procurement, logistics, asset management, warehousing, transportation, contract management, and supplier engagement activities in accordance with organizational policies, procedures, and compliance requirements. The position plays a key role in supporting operations across Brazil, ensuring efficient utilization of resources and maintaining accountability and transparency in supply processes.

The incumbent is expected to work closely with programme, finance, administration, ICT, and field teams, as well as Global Shared Services team, in addition to external vendors and service providers, to facilitate operational continuity and support emergency responses, regular programme implementation, and strategic initiatives. Given the complexity of the Brazilian operating environment, the position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while maintaining high standards of quality and compliance.

Brasília offers a stable working and living environment, with access to government institutions, diplomatic missions, international organizations, and major service providers. The duty station provides reliable infrastructure, transportation, telecommunications, healthcare, and educational facilities. While the security situation is generally stable, the incumbent may be required to undertake missions to other locations within Brazil, including areas with different operational, logistical, and security conditions, in support of programme delivery and organizational priorities.

The position offers an opportunity to contribute directly to the effectiveness and efficiency of operational support functions that enable the achievement of protection and solutions objectives for persons served by the organization throughout Brazil.

Living and Working Conditions:

Brasília, the capital of Brazil, is classified as A family duty station and offers a high standard of living compared to many locations in the region. As the seat of the Federal Government and host to numerous embassies, international organizations, and UN agencies, the city provides a stable and professional working environment. 

The city has well-developed infrastructure, including reliable utilities, internet connectivity, public transportation, and access to a wide range of commercial and banking services. Housing is readily available, with options ranging from apartments in the city center to family homes in residential neighborhoods. Rental prices vary depending on location and size but are generally higher in central areas. 

Brasília offers high-quality healthcare through both public and private facilities. Several internationally recognized hospitals and medical centers are available, and a wide range of specialists can be accessed. International and bilingual schools are also available, making the city suitable for staff members relocating with family. 

The security situation is generally stable. As in any large urban center, standard security precautions are recommended, particularly regarding personal belongings and movement in certain areas after dark. However, Brasília is considered safer than many other major Brazilian metropolitan areas. 

The climate is tropical savanna, characterized by a dry season from May to September and a rainy season from October to April. Temperatures remain generally mild throughout the year, typically ranging between 15°C and 30°C. 

The working environment is professional and multicultural, with frequent interaction among government institutions, diplomatic missions, international organizations, civil society, and development partners. English, Portuguese, and Spanish are commonly used within the international community. 

Brasília offers a good quality of life, with extensive green spaces, recreational facilities, cultural events, restaurants, and sports opportunities. The city's unique architecture, recognized as a UNESCO World Heritage Site, contributes to a pleasant living environment and a strong sense of community among expatriates and national staff. 

Overall, Brasília provides comfortable living conditions, reliable services, quality healthcare and education, and a conducive environment for both professional and family life. 

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-Warehouse Management

Certifications

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

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

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

Compendium

Additional Information

This position doesn't require a functional clearance