Supply Chain Officer at International Rescue Committee (IRC)

Major Responsibilities

Under the direct supervision of the Project Coordinator with technical guidance from the Senior Supply Chain Coordinator as well as the Supply Chain Coordinator, the role holder will be responsible for the following:

Supply Chain Planning

• The Supply Chain Officer is responsible for working closely with internal and external stakeholders to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes -
• Develop procurement plans for active grants, in collaboration with sector leads and internal/external stakeholders to support program implementation. - Provide support to Program staff on developing Item forecast - Ensure program teams develop distribution plans for supplies and assets of closed grants in the warehouses.
• Ensure that the supply chain department is well staffed and the roles and responsibilities of each have clear job descriptions.
• Preparing procurement plans, warehousing plans, transport plans, and distribution plans. - Implementing all IRC procurement SOPs
• Develop sourcing strategies and relationships with suppliers. - Monitor the supply market and conduct market surveys & analysis.

Procurement

Ensure:

• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports
• Develop and regularly review Grant(s) procurement and distribution plans, ensuring resolution of all related issues collaborating with programs unit leadership. - Develop and implement category sourcing strategy
• Handle Negotiations with suppliers
• Lead the bidding process by developing and issuing Request for Proposals (RFP) and completing a purchase request process
• Maintain relationships with suppliers, and program staff - Prepare, review, and utilize Procurement contracts, including Master Agreements (MPA, MSA) for purchases
• Prepare and submit timely and accurate supply chain weekly/monthly report(s) to inform decision-making process.
• Maintain supplier’s database and ensure new vendors are uploaded on the integra before any transaction with IRC.

Inventory, warehousing, and Assets Management

Ensure:

• Inventory control, including drug storage, Cold chain, buffer stock, contributions in kind stock (CIK) and food commodities
• Implement the IRC inventory policies with regard to all project Items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.
• Develop and ensure material distribution plans are up-to-date and being adhered to. - Coordinate inventory disposal procedures
• Placement of the assets and facilities maintenance plans as per IRC policies, including repairs and insurance coverage process.
• Conduct Asset needs assessment
• Handle asset and property disposal, and auction management
• Ensure that grant inventory and asset report is accurate, regularly produced, reviewed, and approved before the Grant closing date.
• Ensure accurate and updated asset records and documentation are always available

Logistics and Fleet Operations

The role holder will:

• Dissemination and adherence to vehicle safety policies by all vehicle users. Conduct transport needs assessments.
• Develop and monitor fleet movement plans, vehicle repairs, drivers’ assignments, vehicle safety, and fuel consumption.
• Develop vehicle management cost analysis.
• Ensure that the fleet's legal status (customs clearance, registration, licenses, insurance) is up to date.
• Regular issuance, review, and usage of vehicle monthly reports to inform the strategic decision- making process.

Compliance

• Identify, document and timely report any IRC procurement deviations following the mechanism in place for appropriate follow up.
• Ensure all staff (international and national) are familiar and comply fully with the IRC Way policies.
• Implement and sustain segregation of duties in procurement and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by country office.
• Develop and support implementation of improvement plans.
• Promptly Inform the Senior Area Manager any areas of concern or potential or suspected supply chain policy violations.
• Provide constructive support to other functions to ensure effective, compliance to policies & procedures.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan); Program Development

Staff Performance Management, Learning & Development:.

• Hire, supervise, and build the capacity of team members in relevant technical and
• management competencies.
• Develop and implement remote management capacity building approaches to build
• the strengths of the team in Syria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear  expectations, setting annual performance objectives, providing regular and timely  positive and constructive performance feedback, and providing documented semi-  annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong  team spirit and providing oversight and guidance to enable staff to successfully  perform in their positions.
• Approve and manage all time, attendance and leave requests to ensure adequate  departmental coverage; ensure monthly, accurate timesheet submission and carry  out probationary reviews..
• Hold high-quality meetings with each direct report on a regular and predictable basis,
• at least monthly.
• Provide a measurable development plan including on-the-job learning with the aim of  strengthening technical capacity, exchanging knowledge within the team and  providing guidance on career paths.
• As required identify staff performance issues and work with Human Resources to  document and address these in accordance with the National Staff Employment  Policies.
• Maintain open and professional relations with team members, promoting a strong  team spirit and providing oversight and guidance to enable staff to successfully  perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance  practices. Support appropriate interventions in response to identified staff care needs  of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As  part of succession plan and nationalization goals, identify, train and develop capability  and capacity of national staff to successfully transition role and responsibilities, by the  end of assignment.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures, and  communicates through word and example a high standard of compliance with all  applicable policies and regulations.

Key Working Relationships

• Position Reports to Program Coordinator
• Indirect/Technical Reporting: Senior Supply Chain Coordinator Position directly Supervises: Logistics Assistant Key Internal Contacts:
• Country Program: Regular relationship with the Program Coordinator, IRC Yobe
• Sector Leads, and Country Supply Chain staff
• Region/Global: Regional Supply chain director and Global Supply Chain Risk and

Compliance

• Key External Contacts: Vendors, Partners, Contractors, and Consultants

Qualifications

• Education: Bachelor’s Degree required (Supply Chain Management, Business Management, Business Studies, Administrative Studies and similar management courses) 

Work Experience:

• At least 3 years of experience in handling humanitarian supply chain. - Strong ERP roll out and management skills;
• Demonstrated ability to develop and roll-out supply chain policy and SOPs; - Clear training and mentoring ability;
• Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines
• Demonstrated Technical Skills:
• Have a high degree of flexibility and ability to work under sometimes extreme hardship conditions against tight deadlines.
• Strong computer and communication equipment skills, including Microsoft Office applications.
• Ability to lead teams
• Change management - Risk management
• Decision-making capability - Cross-functional collaboration - Conflict resolution skills
• Strategic thinking - Result Focus
• Effective Communication - Problem-Solving ability