DEPARTMENT OF
OPERATIONAL SUPPORT
OFFICE OF
S U P P LY C H A I N MANAGEMENT
2 0 1 9 : P E R I O D
1 : I S S U E
ANNUAL NEWSLETTER
A N N UA L N E W S L E T T E R
welcome TO OUR ANNUAL NEWSLETTER.
INNOVATION COLLABORATION HARD WORK
Supply Chain Management’s moments of integration
Interviews with: Michael Mulinge Kitivi, Uniformed Capabilities
Support; Neris Mercedes Baez Garcia De Mazzora, Procurement; and Giovanna Ceglie, UN Global Service Centre
22 S O M E S TATS 24 P R O J E CT H I G H L I G HTS 26 O U R S U P P LY C H A I N I N ACT I O N 34 M E S S AG E F R O M T H E A S G 36 RESOURCES 38
T H E U N G LO B A L S E RV I C E C E NT R E
25th Anniversary Celebrations
Key figures from 2019
Umoja Extension 2 deployments and other initiatives
A story of innovation: UNSOS reduces field fuel costs
Christian Saunders’ closing message
Helpful links
C O NT E NTS
Annemarie van den Berg’s opening message
TABLE OF
4 2 0 1 9 P O W E R F U L S TO R I E S 6 M E E T O U R N E W D I R E CTO R S! 16
M E S S AG E F R O M T H E ACT I N G A S G
DEPARTMENT OF OPERATIONAL SUPPORT
A MESSAGE FROM
THE ACTING ASG Dear Colleagues, As we continue to forge ahead towards the new year, I want to acknowledge the extraordinary changes and accomplishments we have achieved together throughout 2019 – especially our efforts to integrate supply chain management operations across our functional pillars. I am acutely aware that as individuals, and as one team, you stepped outside your comfort zones and pushed the boundaries of what we thought was possible to operationalize the management reforms. I am proud to say that we are co-creating a new environment that embraces our vision of an end-to-end supply chain, and furthermore, one that remains true to the strategic objectives of the Department of Operational Support: clients and results, collaboration, business processes, and culture. I want to reiterate that our work as one team throughout this challenging – yet exciting – year is at
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OFFICE OF SUPPLY CHAIN MANAGEMENT
the heart of every OSCM achievement, and furthermore, attests to the trust we have placed in each other to take our supply chain to the next level.
2 supply chain management modules: Transportation Management, Material Master Transformation, Demand Planning, and Uniformed Capabilities Management.
In the past year, we have made progress in supply chain planning, logistics service delivery, procurement and outreach activities, as well as the provision of supply chain strategic guidance. We have facilitated innovative events focusing on private and public partnerships and pioneered sustainable ways of working by hosting the department’s first virtual workshop; releasing an online contract catalogue; spearheading paperless solutions such as eSignatures; and launching accessibility features on our procurement website.
In this period of reform, communication and alignment at every level of our Office is more crucial than ever, and the proper delivery of future end-to-end processes is fully dependent upon and bolstered by your tenacity and continued collaboration.
To galvanize our progress, we must continue to focus on ensuring more rapid and responsive service delivery to our new and existing global clients. We must simultaneously invest time in our currently maturing initiatives such as Category Management, the next edition of the Supply Chain Blueprint, and the Umoja Extension 2, Phase
I am encouraged by the fact that we will continue to work together on the next phases of our global supply chain. I know that we will approach each undertaking with self-confidence and enthusiasm, and I look forward to what we will do as a team to make our UN a more rewarding and effective organization.
AnneMarie van den Berg Acting Assistant Secretary-General for Supply Chain Management, Department of Operational Support
OUR MISSION
OUR VISION
W E S U PP ORT OU R U N CLIENTS A ND PA RTNERS TO F U LFILL THEIR M A NDATES BY PROV IDING THE GOODS A ND S ERV ICES THE Y NEED, W HEN THE Y NEED THEM, W HER E THE Y NEED THEM, A ND AT THE BES T PRICE.
TO P R OV I D E E F F I C I E NT, A G I L E, R E S P O N S I V E, A N D A C C O U NTA B L E E N D-TO-E N D S U P P LY C H A I N S O LU T I O N S TO E N A B L E O U R U N C L I E NT S A N D PA RT N E R S.
ANNUAL NEWSLETTER - 2019
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DEPARTMENT OF OPERATIONAL SUPPORT
2019 POWERFUL STORIES
MOMENTS OF INTEGRATION
OUR SUPPLY CHAIN PLANNING VIRTUAL WORKSHOP
“
- IT TAKES A VILLAGE WE CAME TOGETHER AS A TEAM, AND THAT’S WHY WE SUCCEEDED. - Maurizia Calo Chief, Supply Chain Planning Service
”
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OFFICE OF SUPPLY CHAIN MANAGEMENT
USG Atul Khare attends the SC Planning Virtual Workshop from UNHQ
The Supply Chain Planning Service successfully completed its first-ever virtual workshop from 4 to 8 November 2019. This workshop provided a truly global forum that enabled collaboration between DOS clients on supply chain planning and enriching the current supply chain planning framework. The week-long experience gave OSCM the opportunity to help clients fulfill their mandates by providing responsible supply chain solutions. Supply chain goods and services comprise a global portfolio worth $3.2 billion and include 100+ global Secretariat entities; therefore, the OSCM planning scope is vast and requires supply chain experts to co-create integrated solutions. Originally planned for 50 staff in Nairobi, the workshop was transformed into a virtual event in response to the Organization’s liquidity shortage. This change saved the UN $500,000 in travel and administrative costs, reduced overall carbon emissions (here’s a shout-out to SDG13 – Climate Action!), and increased the capacity to 150 people, connected from 67 locations! Supported by OICT, the participants connected through video conference and Microsoft Teams. They energetically collaborated in live and online sessions, provided essential insight and feedback, and raised challenging questions to senior leadership.
ANNUAL NEWSLETTER - 2019
This virtual approach gave our remote colleagues a chance to share their challenges, while allowing OSCM the opportunity to address them. Over the course of five segments, participants were provided guidance on demand, source, and delivery planning, and ways to leverage existing resources within the Organization (like the online contract catalogue, including 270 centrally managed active contracts, available to all DOS partners). OSCM will uphold the spirit of the workshop by facilitating continuous engagements with the virtual community via the Supply Chain Planning Community of Practice on SharePoint. We believe virtual workshops are an excellent networking tool and pioneering this new style of working has been a tremendous opportunity for DOS. We are thankful to the amazing people who enthusiastically collaborated with us – as one team – to make this workshop fun and productive. Watch the #SayCheese video to see all our participants from field missions, offices away from headquarters, and regional centres!
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DEPARTMENT OF OPERATIONAL SUPPORT
T H E FA C E S O F O U R W O R K S H O P
UNAMA
ESCAP
UNAMI
UNOV
UN MISS
UNTSO-UNSCO
UNOG & OCHA
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OFFICE OF SUPPLY CHAIN MANAGEMENT
PA R T I C I PA N T S # S A Y C H E E S E u n m iss
UNIFIL
MINUSCA m i n usca
unmik
u n m og i p
UNAMID ANNUAL NEWSLETTER - 2019
ESCAP
UN FICYP
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DEPARTMENT OF OPERATIONAL SUPPORT
OUR NEW PROCUREMENT MANUAL
A key focus of the SG’s management reform lies in the improvement of the Secretariat’s UN supply chain management outcomes – specifically procurement solicitation processes. Given this reality, and after an extreme amount of hard work, the Procurement Division was pleased to officially release the new and improved Procurement Manual this October. The Manual provides UN Secretariat-wide guidance on all procurement policies and procedures throughout the various stages of procurement conducted by the UN, and furthermore, supports the empowerment of managers through clearer guidance and shorter timelines.
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Prior to this new release, the last revision of the manual was published in July 2013, with minor revisions released in 2015 and 2017. The new manual, however, has undergone a complete overhaul and includes critical updates – incorporating valuable inputs from DMSPC, OLA, and the Ethics Office – to accommodate the progressive advances in procurement practices and technology as well as major Organizational changes. In alignment with the SG’s vision for an agile, flexible, and nimble supply chain that improves the overall service delivery experience (from purchase to physical delivery of goods) for Secretariat clients, the new Manual promotes a faster, more efficient and effective acquisition cycle. The Manual can be accessed from the UN Procurement Division Website.
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MAJOR IMPROVEMENTS TO OUR PROCUREMENT MANUAL
1
More flexibility to apply shortened timelines for tender posting periods
2
Elimination of duplicative review processes, leading to faster awards
3
New tools such as e-tendering and webcasts for bid openings
4
Alignment with private sector best practices
5
Guidance on low value acquisitions, enabling easier purchases for goods under USD$10,000
6
Improved transparency for procurement practitioners/vendors
7
Clearer guidance on contract management and settlement of claims
8
Inclusion of category management (i.e. a strategic purchasing concept where products are divided into groups of similar products, or categories)
9
Details on delegation of authority
10
Benefits of Long-Term Agreements and easy access to available goods and services
DEPARTMENT OF OPERATIONAL SUPPORT
OSCM
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C O O R D I N A T O R E V E N T
H O U S T O N
F E R G U S S O N
CENTRAL PARK SCAVENGER HUNT
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OFFICE OF SUPPLY CHAIN MANAGEMENT
OUR FIRST UNHQ TEAM BUILDING EVENT It’s safe to say that key messages of the management reform sound something like this: ensure DOS internal business processes improve; provide efficient and effective services to help our client entities achieve their mandates, etc. These are essential of course; however, they don’t cover the other critical element of internal team chemistry. Exactly one year ago, the Office of Supply Chain Management became a brand new Office. Among obvious operational challenges, staff were also re-positioned in new teams, assigned different work, and faced with new interpersonal dynamics. To reinforce a sense of unity, trust, and comradery between new colleagues and leadership, OSCM held an Office-wide scavenger hunt in Central Park on 28 June – a sunny and extremely hot afternoon. Nevertheless, approximately 80 staff members (organized into 16 teams) participated. Mr. Houston Fergusson – Chief of the Sourcing Support Service in the Logistics Division, and the master-mind behind this operation – organized the locations, challenges, clues, and point system with the support of two interns, Ms. Saba Aziz and Ms. Jarkyn Algadaeva.
ANNUAL NEWSLETTER - 2019
Using their powers of observation, wit, skill, musical talent, innovation, and luck, OSCM staff trekked through the lairs and obstacles of 16 Central Park ‘hubs’ in order to reach the finish line. Points were given for tasks completed and for creative efforts (and by “creative” we mean going the extra mile to kiss dogs, solve riddles, hug horses, and snag photographs with NY police officers). Some teams were determined. Some teams fell behind. Others were simply relaxed, strolling through the park and exchanging stories from their experiences in NY and/or field missions. Whatever the sentiments were – the important point is that the teams were sharing them together. To wrap up the afternoon of excitement, sweat, fun – and a few impromptu ASG sightings – the teams returned to UNHQ for the challenge results, awards, air conditioning, and happy hour. *Special thanks to Mr. Sergio Gomez for photographing the event. Find more scavenger hunt photos on the OSCM Flickr album!
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DEPARTMENT OF OPERATIONAL SUPPORT
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OFFICE OF SUPPLY CHAIN MANAGEMENT
ANNUAL NEWSLETTER - 2019
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DEPARTMENT OF OPERATIONAL SUPPORT
MEET OUR NEW DIRECTORS INTERVIEWS GET TO KNOW: MICHAEL MULINGE KITIVI, NERIS MERCEDES BAEZ GARCIA DE MAZZORA, AND GIOVANNA CEGLIE
MICHAEL MULINGE KITIVI Mr. Michael Mulinge Kitivi is the first Director of the Uniformed Capabilities Support Division (UCSD) in the Office of Supply Chain Management. He will lead the UCSD team in providing support – including reimbursements and major equipment requirements – to Troop and Police Contributing Countries. Michael has 20 plus years of progressive experience in both the Private and Public sectors, and has an extensive background in finance, logistics, and general administration. Prior to his arrival in UNHQ, Michael was the Director of Mission Support in MINUSMA, served as Chief of Mission Support in MINURSO, Western Sahara, as well as UNMOGIP, India & Pakistan. Michael has also worked in other UN duty stations such as Sierra Leone, Afghanistan, and Kenya. He is a qualified Certified Public Accountant of Kenya (CPAK) with a Master’s Degree in Public Policy and Management from the University of London.
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OFFICE OF SUPPLY CHAIN MANAGEMENT
In your own words, can you tell our readers what your Division does? UCSD is the single point of contact for troop and police contributing countries on all administrative and logistical issues related to force generation, memorandums of understanding, contingent-owned equipment, and reimbursements. Core functions are the processing of MOUs and reimbursements for troop cost and COE on a quarterly basis. What do you value most about OSCM culture and vision? Integration. For optimal output we must continue to nurture a culture of “one OSCM service” that is integrated in an end-to-end process -- with the ultimate goal of best service to our clients. What has surprised you the most since you started your position as Director? That despite the division being relatively new, we have achieved quite a lot over the last 11 months, thanks to a very committed and professional team in UCSD that requires minimal supervision! How do you see the Division changing in two years, and how do you see yourself creating that change? Two years from now, I expect most of the Division’s work to be more automated with the implementation of Uniformed Capabilities Management (UCM) – transitioning from manual labor-intensive production to more efficient and effective automated methods. Secondly, we would like to consolidate our function as the single point of contact for Troop and Police Contributing Countries and missions through close collaboration with other parts of OSCM and beyond. My role is to lead the team towards these goals through motivation, guidance, and networking with other partners outside UCSD. What’s your favorite color? Sky-blue! What TV show has you hooked right now? All golf channels! If you could have one super-hero power, what would it be? The ability to bring peace into the hearts of all men and women!
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DEPARTMENT OF OPERATIONAL SUPPORT
Neris has over 30 years of experience across the areas of procurement,
NERIS MERCEDES BAEZ GARCIA DE MAZZORA
contracting, and law from both the public and private sectors. Prior to joining OSCM, she served as the Director for the Office of Procurement Services in the International Atomic Energy Agency (IAEA). During her tenure, she led several initiatives for the agency including the IAEA-wide procurement strategy and the e-tendering system. In addition to her work with IAEA, Ms. Baez Garcia de Mazzora spent almost 12 years with the CTBTO where she performed the role of both Chief Procurement and Procurement Officer. Ms. Baez Garcia de Mazzora holds a Master of Law from King’s College, London and is a member of the Chartered Institute of Purchasing and Supply and the Dominican Bar Association.
Neris at the IAEA “Daughter’s Day” in Vienna, 2018
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OFFICE OF SUPPLY CHAIN MANAGEMENT
In your own words, can you tell our readers what your Division does? Within its area of expertise, PD enables the fulfillment of the UN mandate, by supporting in a solution-oriented and efficient manner the acquisition of the right goods and services, at the right time and location and demonstrating best value for money, under, more often than ever, strenuous, time-critical, sensitive circumstances. The support reflects in a vast list of tasks: advising, guiding, strategics, outreach, executing, liaising and interacting with an amalgam of stakeholders (Missions, Secretariat, vendors, Permanent Missions, Policy Making Organs). In a few words…. PD makes wonders happen! What do you value most about OSCM culture and vision? It is developing to be a big family, concentrating a wealth of experiences and skills put at the service of the larger purpose, entertaining innovation and committed to move forward more than to make a change, to be the change. What has surprised you the most since you started your position as Director? I would not say “surprised”, but instead, that this team has made me exceptionally proud; everyone genuinely
ANNUAL NEWSLETTER - 2019
engages in solution-oriented approaches – and to me, when I think about our future – the sky is the limit! How do you see the Division changing in two years, and how do you see yourself creating that change? Pushing for the modernization that impacts processes and infrastructure; cementing the Division’s strategic role in the fulfillment of the UN’s mandate; and developing our reputation as the trusted “go-to” partner. In supporting this endeavor I look into igniting my passion for the procurement profession and empowering all PD colleagues to assert themselves as experts in the subject and remain conscientious about their key role played in the implementation of OSCM, DOS, and the Organization’s mission. What’s your favorite color? All shades of beige What TV show has you hooked right now? How to Get Away With Murder If you could have one super-hero power, what would it be? The Jedi Force! (from Stars Wars).
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DEPARTMENT OF OPERATIONAL SUPPORT
GIOVANNA CEGLIE
Ms. Giovanna Ceglie has recently been appointed Director of the United Nations Global Service Centre (UNGSC), comprising UNGSC Brindisi (Italy) and the United Nations Information and Communications Technology Facility (UNICTF), in Valencia (Spain). Ms. Ceglie is a former Director at the United Nations Industrial Development Organization (UNIDO), a specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. She is an expert in private sector support policies for job creation and sustainable growth. As UNIDO Regional Director in Cairo from 2011 through 2019, she managed a large portfolio of projects on agro-industrial development, cleaner production and resource efficiency, small and medium enterprise promotion and job creation, and renewable energy. She was awarded the environmental champion award by the Minister of Environment in Egypt in 2019. Prior to her position in Cairo, she led the UNIDO programme for clusters and business linkages providing technical assistance and policy advice to over 30 developing countries. Giovanna Ceglie has authored and contributed to a number of papers, manuals, books on clusters and network development, and has lectured at several institutions and universities on cluster development themes. Ms. Ceglie holds a Master’s Degree in Business Administration and a post-graduate degree in Development Studies. She is married and has two children.
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OFFICE OF SUPPLY CHAIN MANAGEMENT
In your own words, can you tell our readers what your Division does? We provide solutions to support UN operations. Whether for peace keeping or special political missions – or other entities in the secretariat and beyond – we provide cost effective, rapid, sustainable and innovative support to clients. We strive to be a center of excellence for supply chain and environmental management, engineering, geospatial intelligence, information and communication technologies, and connect the global DOS strategy with local requirements – acting as a close interface for our clients in the field. What do you value most about OSCM culture and vision? The team work, the collegiality and tireless effort to communicate, share, and learn from each other. But also the engagement for continuous improvement and innovation and the openness to challenge the status quo and offer ever-better responses to our clients. What has surprised you the most since you started your position as Director? The GSC spirit! The attitude of our great team is that no challenge is too big or too complex for the GSC! Indeed, this is an amazing place with an incredible breadth and depth of expertise and talents. Additionally, there is a strong sense of pride for GSC achievements – now over 25 years of existence – and its important place in the UN support infrastructure at the service of peace. How do you see the Division changing in two years, and how do you see yourself creating that change? I see us leading process and service innovation. The GSC has the full potential to combine supply chain services with ICT cutting edge technologies that can result in ANNUAL NEWSLETTER - 2019
Giovanna and CMR University members work on the “Green Village” project
powerful gains. Applications of improved manufacturing or augmented reality for remote field support are game changers that GSC can bring to fruition. I also see the GSC diversifying its clients and reaching out to an increasing number of partners to create synergies and joint value. This includes working more and more on the great opportunities offered by the ONE UN but also extends to academia and private sector partners with whom we plan to increasingly engage. What’s your favorite color? UN blue… what else?! (Just an extra tinge of turquoise would do though). What TV show has you hooked right now? I am badly hooked on The Late Night show with Stephen Colbert! If you could have one super-hero power, what would it be? Teletransportation for sure! (Can you imagine skipping all security checks and passport controls)? PAGE NO: 21
C E L E B R AT E S 2 5 Y E A R S
UN GLOBAL SERVICE CENTRE
DEPARTMENT OF OPERATIONAL SUPPORT
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This year the United Nations Global Service Centre (UNGSC) celebrates 25 years of service to the UN community. To commemorate this important milestone, various events and initiatives were organized throughout the year – all focusing on staff engagement and appreciation. 29 May 2019: The Ensō Installation UNGSC staff were invited to design their own Ensō (circle), a shape which represents light, strength, and evokes a spirit of cooperation. The background colors of each canvas were pre-made to match the color suite of the Sustainable Development Goals (SDGs). Staff first selected their preferred canvas color, and then were instructed to relax and inhale deeply as they painted their own Ensō in a single, continuous stroke. More than 100 staff participated in this activity. Afterward, all the canvases were collected and curated as one UNGSC art installation in the Town Hall Conference room. The installation is a vibrant symbol of the UNGSC community – one that cooperates with shared passions, dedication, skill, creativity and innovation towards the same goal: the success of the UNGSC. 25 October 2019: The UNGSC Shop This October the UNGSC Shop was inaugurated; it supplies UNGSC and UN promotional products that reinforce the identity, community, and sense of pride for the UNGSC. The products showcase key messages of UNGSC mandates and UN goals, including the SDGs. On 19 December 2019: The Closing Event UNGSC officially closed its 25th Anniversary Year with a special High-Level Event including attendance from the Secretary-General, Mr. António Guterres, and the Under-Secretary-General of the Department of Operational Support, Mr. Atul Khare. High Level Authorities from the governments of Italy and Spain also attended.
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OFFICE OF SUPPLY CHAIN MANAGEMENT
Closing Event Activities: Presentation of the UNGSC 25th Anniversary Limited Edition Book This commemorative book is a compilation of work from current DOS management, current and former UNGSC staff, as well as former Chiefs of Administration, and Directors. The book captures the essence and character of the UNGSC since its inception, as well as the ways it has impacted the lives of so many colleagues around the world. Included are memories, anecdotes, reflections, photos, and even water color sketches from a UN staff member’s travel journal. The stories and voices between each page echo the same important messages: We were there. We are here. And we remember. Inauguration of the UNGSC 25th Anniversary Gallery The Secretary-General inaugurated the UNGSC 25th Anniversary Gallery – a permanent exhibit that displays the history of the UN Logistics Base/UNGSC as well as its international contributions and achievements. Documents, testimonies, pictures, and materials from local and field staff are displayed to depict the overall transformation and growth of the UNGSC. Presentation of the UN “Long Service Certificate Awards” Showcase Display Booths 15 UNGSC display booths have been installed to showcase UNGSC strategic capabilities, including booths hosted by the UNHRD WFP and Italian Armed Forces (i.e. Italian Navy Landing Force, Italian Airforce, and the Carabinieri) involved in peacekeeping operations. UNGSC is proud of all its staff and achievements, and remains committed to serve for peace! Ad maiora (towards greatest achievements)!
ANNUAL NEWSLETTER - 2019
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2019 STATS AVIATION TRANSPORT TOTAL UN AIRCRAFTS 192 (UNDER LONG TERM COMMERCIAL CONTRACTS AND LOAS, INCLUDING WIDE BODY JETS FOR STRATEGIC TROOP MOVEMENTS)
143 49 23 ROTARY WING
FIXED WING
UNMANNED AERIAL VEHICLE
MOVEMENT CONTROL
IN-MISSION PASS MOVEMENTS
796,55
TOTAL CARGO M (IN TONS)
49,236
STRATEGIC PASSENGER MOVEMENTS
TOTAL CARGO M BY SEA AND AIR
(DEPLOYMENTS, ROTATIONS, AND REPATRIATIONS)
INCLUDING CONTINGENT OWNED (COE) AND UN OWNED EQUIPMENT
200, 024
707,45
SENGER
53
23
TOTAL HOURS FLOWN:
MOVED
6
107,028 OTHER
MOVED
EQUIPMENT T (UNOE)
52
# OF MEMBER STATES PROVIDING AIRCRAFTS:
TONS
73 25 44
CENTRALLY MANAGED CONTRACTS WERE REPLACED/RENEWED TO FULFILL DOS CLIENT REQUIREMENTS ACROSS VARIOUS BUSINESS AREAS IN CATEGORY MANAGEMENT NEW MOUS WERE SIGNED WITH TROOP AND POLICE CONTRIBUTING COUNTRIES BUSINESS SEMINARS CONDUCTED. 26 WERE HELD FOR DEVELOPING COUNTRIES AND COUNTRIES WITH ECONOMIES IN TRANSITION; 18 WERE HELD IN INDUSTRIALIZED COUNTRIES.
DEPARTMENT OF OPERATIONAL SUPPORT
PROJECT HIGHLIGHTS
UMOJA DEPLOYMENTS & OT H E R I N I T I AT I V E S TRANSPORTATION MANAGEMENT AND TRACK & TRACE
Umoja Coordination Service (UCS) Testing Team Staff from left to right: El Hadji Babacar Ndiaye, Emma Grant, Raul Garcia-Salinas, Nicole Bahlmann
The Umoja Transportation Management and Track & Trace (TM) solution, a part of the UE2 Supply Chain Management portfolio of projects – went live on December 2nd. Currently, the Umoja Coordination Service is deploying the solution to 37 entities, including ECA, ESCWA, ECLAC and UNON. Five deployment hubs have been set up (in Nairobi, Kuwait, Brindisi, Valencia, and New York) to provide hands-on support to local process experts (LPEs) and transactional end-users. The TM solution will facilitate and standardize the transportation planning and management for UNOE/ Goods, COE and personnel (Troop and Police) movements. It will provide enhanced visibility and control over global movement of goods and shipments, from vendors to UN locations, or between UN locations,
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including movements and shipments undertaken within entities various warehouse locations. The Track & Trace functionality will allow inbound coordinators, transportation planners, requisitioners and buyers to monitor their shipments in Umoja. In addition, the Carrier Collaboration Portal will allow vendors to update information and submit documents, thus significantly improving communication and collaboration. The solution also provides real-time data analytics in Umoja for improved reporting and data-driven decision making. These Enhanced Umoja capabilities will allow the organization to progress towards more structured planning, greater oversight, more efficient management of resources and attain its integrated supply chain vision!
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umoja.un.org/scm
TRANSPORTATION MANAGEMENT AND TRACK & TRACE
KEY BENEFITS ONE INTEGRATED SOLUTION • •
•
Integrated, end-to-end transportation management activities in Umoja (i.e. freight orders, deliveries, and invoicing). Improved visibility and control over freight and order management, transportation planning, booking, tendering, execution costing and financial settlement. Enhanced analytics and reporting.
COLLABORATION • •
TEMPLATES
FULL VISIBILITY • •
•
Ability to monitor shipments throughout the transportation life-cycle. Access to complete shipment history, detailed in-transit comments, and standardized status updates (i.e. ‘awaiting collection,’ ‘in transit,’ and ‘delivered’). Alerts regarding movement of shipments, delays or unexpected events and deliveries.
A central repository of all key shipping documentation and status updates - accessible to all parties involved in the process. Improved communication with external partners (Vendors and Freight Forwarders) through the Carrier Collaboration Portal (CCP) or the Electronic Data Interchange (EDI).
• •
System generated templates streamline Contract Creation and Statement of Work (SOW) processes. Auto-population of Templates with existing freight information in Umoja, or, through Advanced Shipping Notification (ASN) forms completed by external partners.
SYSTEM INTELLIGENCE - THE MORE WE USE IT, THE SMARTER IT GETS! • • •
Automated planning function uses robust data to optimize freight scheduling and tendering. Preserves data from previous orders to re-plan faster and cheaper routes of delivery. Enhances centralized planning: we will know when & where to consolidate domestic or international shipments, and how to forecast for shipments that require single or multiple modes of transportation.
DEPARTMENT OF OPERATIONAL SUPPORT
UNIFORMED CAPABILITIES MANAGEMENT
The second phase of the Uniformed Capabilities Management (UCM) system went live in August 2019. The Uniformed Capabilities Support Division is using the system to manage MOUs and process quarterly reimbursements and payments to Troop and Police Contributing Countries (T/PCCs) for their Contingent Owned Equipment (COE). The system is now also being used to process and/or track ad-hoc claims such as hostile damage to COE, death and disability, and LOAs. The initial deployment of UCM in December 2018 initiated the standardization of T/PCC related processes. Police and Military Planners now use the solution to develop their Statements of Unit Requirements (SURs) based upon a standard unit naming and classification structure, and enhancements to eCOE modules are used by COE Units (within field missions) to capture inspection and verification data in a structured fashion instead of free-text. The system was designed to improve complex processes involved in force generation, force management, and claim reimbursements to T/PCCs. UCM features a central repository of all key information and documents and significantly streamlines workflows involved in inspections, verifications and claims management. The system also provides greater process transparency, minimizes errors and enhances reporting capabilities.
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Staff from left to right: Chandramouli Ramanathan, Controller DMSPC, Reza Khan, Director UCS, and Krishna Natarajan, UCM Project Manager at the UCM launch event
The deployment of the UCM is a cross-departmental effort involving Umoja (DMSPC), OICT, the Uniformed Capabilities Support Division (DOS/OSCM), the Office of Military Affairs & Police Division (DPO), COE Units within Field Missions, Field Operations Finance Division and Payment and Travel Claims Section (OPPFB/DMCPS) and the Umoja Coordination Service (DOS/OSCM/LD). The system lays the foundation for all future force management and uniformed capabilities planning processes within the Umoja Extension 2 portfolio. The two priorities for UCM in 2020 involve incorporating the full Troop Strength Reporting and Payment process, in addition to the implementation of approved recommendations from the 2020 COE Working Group.
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UCM UNIFORMED CAPABILITIES MANAGEMENT
UN
umoja.un.org/scm
DEPARTMENT OF OPERATIONAL SUPPORT
CATEGORY MANAGEMENT Category Management, a key piece of the Secretariat’s supply chain management approach, systemizes the range of goods and services acquired into categories.
There are 38 categories identified across the following eight supply chain business areas:
The aim of the Category Management process is to shift the focus of the Organization from simply managing commodity contracts to holistically managing distinct categories of goods and services.
• • • • • • • •
This approach will provide an in-depth understanding of client needs, market trends, and allow the Organization to respond to client’s needs in a faster and more effective manner. The benefits of Category Management include simplification and standardization of technical specifications (SORs), standard product catalogs, more efficient solicitation processes, consolidation of various contract types, improved vendor compliance, volume rebates, cost reduction, and stronger negotiating positions with suppliers. For clients, Category Management will reduce costs and speed up the acquisition of goods and services to meet overall business needs. “Category Management benefits our clients by ensuring they get the best available goods and services – at the best possible cost,” says AnneMarie van den Berg, Acting ASG-OSCM. “It also saves resources for our procurement and logistics teams and will improve our global supply chain; drive innovation; and improve the overall quality of service we provide our clients.”
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Aviation & Transportation Facilities & Infrastructure Food Fuel Corporate Support Security Healthcare Information & Communications Technology
The list of Strategic Goods and Services has been aligned with the Category Management structure of Categories and Sub-Categories. There are now leads for each of the 8 Business Areas – who are currently identifying category leads to govern all aspects of a given category, including requests for LPAs, maintenance of product and service catalogues, and provide advice to clients. The Travel and Fuel strategies are finished and the strategies for Freight Forwarding, IT Professional Services, Financial Services, Rations, and Water and Waste Water Treatment are under development. Find out more on the Category Management iSeek page.
HTTPS://ISEEK.UN.ORG/
DEPARTMENT OF OPERATIONAL SUPPORT
ELSIE INITIATIVE FOR FIELD MISSIONS’ FACILITIES & INFRASTRUCTURE
As of December 2018, international civilian women represent 39% of international staff in all UN Secretariat entities. The Elsie Initiative for Women in Peace Operations (commonly referred to as the ‘Elsie Initiative’), is a Canadian Government effort which aims to develop innovative methods to increase women’s participation, retention, and overall security in peace operations. The Engineering Support Section under the Logistics Division is supporting the Elsie Initiative to improve living and working conditions in field missions via the recently created Elsie Initiative for Field Missions’ Facilities and Infrastructure Unit (funded by this Canadian Government effort). The OSCM unit is providing their expertise in facilities and infrastructure (think: development of camp layouts including accommodations, bathrooms, recreational and physical security, etc.) to propose improved minimum standards for living and working conditions that accommodate the specific needs of women and increase general safety and security for all staff. This project aligns with the Secretary-General’s System-Wide Strategy on Gender Parity, which calls for “improving the working and living conditions in field operations with a focus on… improved minimum standards for camp living and working environments.” Furthermore, it encourages the UN to acknowledge the fact that physical surroundings have psychological effects on individuals, their performance, and can directly impact gender targets. With this in mind, the OSCM unit conducted visits (from June-July 2019) in MINURSO, MINUSCA, UNMISS, UNSOS, and a remote session with UNISFA to become
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familiarized with each mission setting, to raise general awareness about the Elsie Initiative, and to promote effective behavioral changes that support the Gender Parity Strategy. 369 comments were gathered from mission staff (e.g. Engineers, Gender Focal Points, and representatives of Troop and Police Contributing Countries) regarding overall satisfaction with physical living and working conditions. The results show that global concerns are the same – despite the fact that living environments are radically different – and the feedback is currently being integrated into future technical requirements and contract amendments. “These familiarization visits were essential because they gave us a first-hand look at the current state of accommodations and the improvements that would increase staff satisfaction – especially for privacy and space. We gained so much valuable feedback and eventually, we can share our operational findings with other offices to help bridge the gender gap.” – Ms. Geeta Belas, Project Manager. Check out the iSeek page for more information, photos, and infographics, and email the team @ elsie.initiative. project@un.org.
HTTPS://ISEEK.UN.ORG/
TOP 10 RANKED LIVING AND WORKING CONDITION CATEGORIES:
22% 16% 9%
7%
7%
1. LIVING ACCOMMODATIONS
2. ABLUTIONS
3. RECREATIONAL SPACES
4.CAMP LAYOUT
5. POLICY
5%
4%
4%
4%
4%
6. WELFARE SERVICES
7. OFFICE ACCOMMODATIONS
8. SUPPLIES
9. KITCHEN
10. BUDGET
54% OF THE TOTAL FEEDBACK WAS DERIVED FROM THE FIRST 4 CATEGORIES
Police, Military, and Civilian staff working together in MINUSCA
OSCM Engineers - Cristina Popescu, Pierre Julien-Laferriere, and Geeta Belas on a mission familiarization visit
DEPARTMENT OF OPERATIONAL SUPPORT
OUR SUPPLY CHAIN IN ACTION A STORY OF INNOVATION UNSOS REDUCES FIELD FUEL COSTS & ENVIRONMENTAL FOOTPRINT
UNSOS (the United Nations Support Office in Somalia) is pleased to share its Fuel Operations Self-Paced Training Video prepared for a joint Fuel Conference with AMISOM in February 2019. The video was developed to raise awareness and understanding of mission fuel operations procedures and best practices for pre-deploying, rotating, and local contingents. The ability to provide accountable fuel services to clients throughout the six sectors in Somalia and Kenya has proven to be extremely challenging – especially while operating in a high-risk environment and attempting to maintain a light carbon footprint. The video explains the operationalization of an innovative fuel control initiative called Push Quantities (PQs). PQs represent a significant shift from the historical “top-up” approach in UN field supported fuel operations. Monitoring and controlling fuel consumption is also extremely challenging in Missions such as UNSOS, where a high proportion of fuel is issued to clients in bulk. Under the PQ System, only a predetermined (ceiling) quantity of fuel – determined by the historical performance of equipment – is given to end-users every month in both bulk and retail. UNSOS fuel quality testing
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HTTPS://ISEEK.UN.ORG/
OFFICE OF SUPPLY CHAIN MANAGEMENT
Manon Richard, Chief UNSOS Fuel Team, gives “Push Quantities� system training to AMISOM logistics officers
This approach, combined with the deployment of the Electronic Fuel Management System (EFMS-2), has reduced overall fuel consumption by 40% or approximately 16 million liters (worth US$12.5M) in just over one year. The video explains the application of these concepts in detail. The success of the PQ initiative is attributed to the collective efforts of various mission components and partners. The Fuel Unit is grateful for the unwavering support and guidance from UNSOS Senior Management, inputs from Engineering staff, ground fuel Contractors, as well as the partner civilian and military/police components of AMISOM. Please click here to view another video that focuses specifically on fuel retail procedures; the target audience is vehicle drivers/equipment operators who retrieve fuel at designated stations.
Left: AMISOM Contingents learn to use UNSOS fuel pump; Bottom: Andrea Mazzantini, UNSOS Rations Team, monitors fuel issuance to generator and tank
ANNUAL NEWSLETTER - 2019
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DEPARTMENT OF OPERATIONAL SUPPORT
A CLOSING MESSAGE YEAR END GREETING FROM JERUSALEM
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HTTPS://ISEEK.UN.ORG/
OFFICE OF SUPPLY CHAIN MANAGEMENT
As you well know, the past year has been one of significant changes for all of us, and I was no exception! After working alongside many of you at the beginning of the year to successfully stand up the Office of Supply Chain Management, I was tasked by the Secretary-General - in early August - to provide support to the United Nations Relief and Works Agency for Palestine Refugees in the Near East (UNRWA) and ensure operational continuity after the agency was found to be experiencing some managerial/ leadership challenges along with the worst financial crisis in its 70 year history. For those of you that may not know, UNRWA, with a staff of 30,000 and an XB annual budget of approximately $1.2 billion, is mandated to provide protection and other essential services, such as education, health and relief, and social services to some 5.5million Palestine refugees in Gaza, West Bank Jordan, Lebanon and Syria. My assignment was also an important reminder that as UN staff members we are here to serve the organization, wherever that may be. However, the physical distance between OSCM and myself has in no way lessened my sense of pride and gratitude for what our new integrated supply chain has accomplished in the span of one year. On the contrary, I have been following the multitude of OSCM’s accomplishments from afar, and wanted to take this opportunity to personally thank you all for your hard work, for your commitment and for your dedication to the people we serve.
I am confident that we are on the right track, and I request that each and every one of you continues to do your utmost to ensure we achieve the goal of operational excellence where our clients seek out our services, not because they are mandated to, but because of the quality, timeliness, and cost effectiveness of the services we provide. Furthermore, I call on all of you to continue to innovate and to proactively identify opportunities to streamline our business processes and practices. I look forward to returning to my OSCM family once my assignment in the middle east is complete. Until then, I remain thankful for the leadership of AnneMarie and for the support you have shown her during my absence. I wish you and your loved ones all the best for the holiday season and the new year ahead.
Christian Saunders Acting Commissioner-General, UNRWA Assistant Secretary-General for Supply Chain Management Department of Operational Support
In my opinion, for OSCM, the end of this first year also marks an important milestone and we need to reflect on where we are in terms of making the Secretary-General’s vision of achieving a truly agile, field focused, results based operational support function into a reality. Even though we have made good progress this year, there is still much to be done and we must continue to improve, to evolve, and adapt to the needs of our clients.
ANNUAL NEWSLETTER - 2019
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DEPARTMENT OF OPERATIONAL SUPPORT
RESOURCES HELPFUL LINKS
READ MORE SUPPLY CHAIN SUCCESS STORIES ON THE NEWS SECTION OF OUR iSEEK PAGE
DO YOU HAVE SUGGESTIONS OR IDEAS TO IMPROVE THE OFFICE? TELL US! USE THE OSCM SUGGESTION BOX
STAY CONNECTED! CLICK THE ICONS TO FOLLOW DOS SOCIAL MEDIA NETWORKS
CLICK THE ICON TO FIND IMPORTANT DOCUMENTS AND TEMPLATES ON THE OSCM SHAREPOINT PAGE
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HTTPS://ISEEK.UN.ORG/
OSCM leadership from left to right: Michael Mulinge Kitivi, Neris Mercedes Baez Garcia De Mazzora, AnneMarie van den Berg, Natalia Nedel, Houston Fergusson
OSCM leadership & change agents
THANK YOU FOR READING. D O YO U H AV E N E W S , S TO RY I D E A S , O R P H OTO S TO S H A R E ? AW E S O M E !
LET’S CONNECT.
GINA VIVONA
COMMUNICATIONS & GRAPHIC DESIGN EMAIL vivona@un.org or oscm-oasg@un.org PHONE: +1-212-963-1496
Issue 1: Distributed Dec 2019