Description

JOB DESCRIPTION

The IRC's Emergencies and Humanitarian Action Unit (EHAU) oversees IRC's global acute emergency preparedness and response activities. The mission of the EHAU is to expand and improve IRC's ability to help affected communities survive in acute emergencies and hard to reach contexts by investing in people, systems, and solutions to complicated humanitarian challenges. The EHAU team achieves this mission through ongoing rigorous risk analysis, investing in capacity strengthening of frontline humanitarians, partnership with local actors, offering collaborative support and technical assistance to teams working in emergencies and hard to reach places, and deploying and supporting world class emergency response staff as they help people affected by acute crisis situations.

Scope of work

The Emergency Senior Supply Chain Manager will ensure high quality and efficient supply chain management and system, orientation, learning and development, and supply chain team management. The Senior Supply Chain Manager will take the technical lead and capacity building for the Supply chain team and will be working closely with the program and finance department to facilitate the development of a highly effective, strategic supply chain function.

Job summary

IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning, procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management.

Reporting to Field Coordinator, the Senior Supply Chain Manager is responsible for the efficient management of procurement, Fleet, Warehouse and asset functions for IRC's offices. The position will also be responsible for the standardization of policies and good Supply Chain practices across all the field sites and will require regular travel to provide technical support to the field-based procurement staff and must be willing to provide operational and supply chain support to IRC partners when necessary.

Working relations:

– Position Reports to: Field Coordinator

– Position directly supervises: Supply Chain Manager, Warehouse Officer, Fleet Manager, Supply chain Officers.

– Other Internal and/or external contacts: Emergency Logistics cluster

– Internal: Regular relationships with program staff, Operations, Finance and HR staff at all levels,

– External: Vendors and service providers.

Main responsibilities:

Compliance

• Assist in the development of in-country policies and procedures of Supply chain in compliance with the IRC standards & reviewed/approved by the EHAU and Project Team.

• Monitor the policies and procedures of Supply Chain to ensure that they are kept updated and relevant to the in-country situation and IRC programming requirements.

• Ensure that compliance with policies is documented through systematic and random verifications of Supply Chain policy implementation and Procurement records, based on a schedule agreed with the Supply Chain Coordinator.

• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures related to Supply chain.

• Promptly inform the Field Coordinator and Project/Country Director of any areas of concern of potential or suspected violations of Supply chain policies and procedures.

• Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.

• Ensure that issues of compliance are standardized across all field sites.

Procurement Management

• Responsible for creation and management of list of Authorized Suppliers, using IRC's selection and pre-qualification processes and Master Purchase Agreement suppliers. Update list on a regular basis and circulate to relevant staff.

• Ensure Master Purchase Agreements are established for frequently procured items.

• Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers.

• Manage Contracted and Authorized Suppliers in terms of quality, delivery time, value for money, etc.

• Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money.

• Focal point for all international procurement.

• Prepare Requests for Proposal and manage contract/tender processes.

Fleet and Facilities Responsibilities

• Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.

• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle & Generator related parts and consumables, including fuel.

• Evaluate, manage and monitor fleet staff.

• Manage the vehicle pool

• Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.

• Ensure the correct and timely routine maintenance and repair of IRC vehicles, and generators.

• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).

• Ensure that condition of vehicles is inspected and recorded by maintaining weekly checklists file and ensuring that Vehicles log sheets are accurately filled

• Keeping accurate record and monitoring system on fuel consumption for vehicles and generators.

• Work with the Supply Chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements.

• Ensure that all vehicles are secure when not in use.

Warehouse & Asset Management

• Understand, implement and / or maintain standard IRC inventory management policies and procedures.

• Advise the Supply Chain and Program coordinators of potential inventory shortages and near-to-expire pharma and food items

• Ensure the maintenance of warehouse building(s), fittings and equipment.

• Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO/FEFO) procedures.

• Advise the Field Coordinator and relevant program coordinators of warehouse-specific issues or improvements.

• Ensure that the Asset register, Asset inventory list and expendable store inventory list are updated as per IRC requirements, and produce monthly reports.

• Ensure warehouse staff keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.

• Regularly update the Pharma tracking tool to help determine areas of delays during shipment of items to the project area.

• Organise the warehouse team for scheduled cycle count.

• Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.

• On a monthly basis, work with the warehouse and asset staff to reconcile the Warehouse register and Asset tracking sheet and equipment issuance forms.

• Conduct routine inventory inspection/spot check and submit report to the Field Coordinator in a timely manner.

• Ensure program teams develop distribution plan for supplies and assets of closed grants in the warehouses.

• Handle asset and property disposal management

• Ensure that grant inventory and asset report is accurate, regularly produced, reviewed and approved before the Grant closing date.

Documentation and Reporting

• Follow up with relevant units, internal or external on documents and ensuring all supply Chain records are complete and accessible.

• Monitor supply chain records to ensure that each procurement request, Warehouse & Asset item movements are fully and clearly documented according to IRC policy.

• Prepare monthly Supply Chain reports and consolidate all Supply Chain reports from Country field office reports. Share report with Supply Chain coordinator, and other internal departments as required.

• Analyse Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.

Training, development & Outreach

• Develop individual development plan for the Supply chain team.

• Work with the Field Coordinator to organize Supply Chain trainings for both program and operations staff on a regular basis.

• Develop and maintain an effective orientation package and ensures that new staff members are appropriately orientated on Supply Chain policies and procedures in a timely manner.

• Ensure that Supply Chain department maintains cooperative relations with other departments and interacts with them in a positive manner.

• Identify training needs for Supply Chain staff, coordinate training and maintain training records.

• Ensure that regular training to IRC drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, etc.

• Develop Job descriptions for direct reports, set clear objectives and on job training to achieve their goals

Staff Supervision

• Mentor direct reports

• Work with the Field Coordinator to design a suitably staffed and equipped supply Chain Department to support the IRC's supply chain operations and policies.

• Set clear performance objectives for staff you supervise and ensure that they are understood. Ensure the objectives set are following the organizational unit visions as well as operations context(s)

• Conduct interim performance reviews every six months

• Hold regular (at least 4X per quarter) one-on-one feedback discussions with staff that you supervise to ensure that performance objectives are being met.

• Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures.

• Ensure that staff annual leave is tracked and planned and that there is sustainable coverage and backup for all staff going on leave.

• Review and approve/endorse timesheets of your staff on a monthly basis and travel and leave requests when the requests are made.

• Provide face to face and remote orientation to newly hired supply chain staff.

Expected Deliverables:

• Direct reports are fully mentored to take on higher positions in future

• Maintain full and accurate Supply Chain records.

• Undertake documented monthly and ad-hoc physical inventory spot checks.

• Conduct documented job performance reviews of direct reports, providing appropriate feedback.

• Provide on-time, standard monthly supply chain reports to the Field Coordinator and management team, including Procurement, Asset, Warehouse, fuel consumption report, maintenance report and any other reports requested by Supervisor.

• Well maintained fleet

• Good filing system for all vehicles, Assets, Procurement and warehouse

• Generate and / or maintain comprehensive price list for regularly procured items

• Maintain full and accurate inventory records for warehouses, assets and furniture

• Undertake documented monthly and ad-hoc physical inventory spot checks.

• Conduct documented job performance reviews of direct reports, providing appropriate feedback.

This job description is not exhaustive and additional tasks in the remit of the role may be added / removed according to operational changes.

Requirements:

Education: College degree or equivalent in Supply Chain Management, Logistics, Pharmaceutical logistics or related field

Experience: 5-7 years of work experience in supply chain operations (Procurement), humanitarian pharma management experience preferred.

Skills and Abilities:

• Demonstrated success as a procurement leader within supply chain including planning, procurement and logistics for health service including shipment/transport/storage of pharma and vaccines.

• Good collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across cultures, organizational units and suppliers.

• Broad knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting.

• Good analytical and negotiation skills.

• Excellent skills in conducting market analysis and sourcing strategies.

• Able to work effectively in a highly matrixed structure

• Familiarity with medical procurements and medical supply chain principles.

• Strong time management, organizational, interpersonal and communication skills.

• Possess leadership qualities and willing to exercise initiative.

• Willingness to participate and contribute as a team member, under challenging working conditions.

Proficiencies:

• Active listening and effective communication.

• Critical thinking and problem solving.

• Professionalism and work ethic.

• Receptive and Resilient.

• Positive Interpersonal interactions

Skill and Abilities:

• Ability to write narrative and analytical spread sheet reports

• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required

• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously

• Ability to work under pressure and to meet deadlines

• Spoken and written fluency in English desired

• Willingness to put in extra hours in emergencies

• Willingness to travel to the field

• Systems oriented individual

• Good team player

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other encouraging benefits and allowances.

IRC is an Equal Opportunity Employer: IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

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