Jobs at International Rescue Committee (IRC)

Job Overview/Summary: 

The Supply Chain Manager is responsible for the efficient coordination and management of the supply chain function for IRC Offices in Zamfara and Katsina states in compliance with IRC and donor regulations. The position will directly supervise the Supply-chain Officers in Katsina and Zamfara States.

Key responsibilities include procurement management, inventory and warehousing management, assets, properties management and vehicle & transport management.

The position would report to the Team Lead for the North-West Offices with dotted line of reporting to the Senior Supply Chain Coordinator and will work closely and receive technical support from the Senior Supply Chain Coordinator.

Major Responsibilities:

Procurement:

• Accountable for implementing and maintaining a local procurement system adapted by the IRC Nigeria Supply Chain Department and based on IRC Global procurement policies and standard operating procedures.
• Ensure each grant has a procurement plan and each plan is updated, discussed with the relevant budget holder and are reported on a monthly basis.
• Coordinate, manage and be accountable for the supply and logistics support to IRC operations, including the efficient, effective and transparent procurement of the required goods and services according to IRC policies and standard operating procedures.
• Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed and achieved as per the different grant timelines.
• Maintain transparent and efficient general contracting systems through IRC standard Supply Chain due diligence.
• Finalize Supply Chain Monthly Report, SMT Report and PRTS for final submission to Supply Chain Coordinator and Senior Supply Chain Coordinator.

Asset Management

• Ensure proper tracking, maintenance, and recording of all IRC assets in the Northwest Offices , which will lead to an accurate asset database at all times.
• Ensure that each staff member is accountable for every asset assigned to them through the use of the Equipment Issue / Receipt forms.
• Define and implement maintenance systems and procedures for assets, including training of staff and follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to Supply Chain Coordinator for review and feedback.
• Ensure donor reports for assets are complete as per donor requirement and submitted on time to Senior Supply Chain Coordinator for review before submission to the Grants Department for action.
• Ensure disposal of assets is reviewed and implemented on an annually as per IRC and donor requirements regulations.

Fleet and Transport Management

• Oversee the management of the transport fleet for IRC Northwest offices. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program Managers, Team Lead and Deputy Team Lead.
• Ensure that systems are in place to account for transported goods.
• Ensure that Supply-chain Officers and Logistics Assistants prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting and analysis for continuous improvement.
• Ensure management, tracking, maintenance and reporting of all IRC Northwest vehicles according to IRC policy.

Warehouse/Storage:

• Be accountable for periodic circle count as per the standard operating procedure to ensure that stock management system is adhered to by the warehouse officer and storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report is produced.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances.
• Ensure donor reports for stock are complete and submitted to the Grants Department on time as per donor requirement and SCC.
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Budget & Finance:

• Participate in proposal design and budget development by identifying and inputting the required operational budget need for project implementation at the state level.
• Work with field staff to identify Supply Chain needs and ensure that issues are raised with field Coordinator to ensure they are included in new budget development.
• Monitor Supply Chain sections of budgets. Review Budget vs. Actual expenditure reports and give feedback to the Team Lead/Deputy Team Lead and Supply Chain Coordinator.

Training, Outreach and Staff Management:

• Proactively develop the skills of IRC Northwest staff to understand and utilize Supply Chain tools and services to design and implement quality programming.
• Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.
• Ensure all Supply Chain staff are aware of and in compliance with IRC Supply Chain policies and SOPs for procurement management, stock inventory, and warehousing management, assets and properties management and vehicle & transport management.
• Participate in all grant opening and ending meetings with the role of preparing and presenting Supply Chain plan including warehouse space, procurement plans, required equipment, disposals and reports.
• Implement capacity-building program to strengthen the capacity of Supply Chain staff in Katsina and Zamfara states.
• Support to identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all Supply Chain staff and provide day to day supervision of department.
• Ensure that each Supply Chain staff has updated job description, annual performance objective and provide corrective feedback of set objectives through regular performance evaluations.
• Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.

Other tasks:

• Prepare monthly Supply Chain reports and send to Supply Chain Coordinator and Field Coordinator for review and feedback.
• In collaboration with the Senior Supply Chain Coordinator conduct Supply Chain Assessment and act improvement plans prepared in response to resolve the gaps identified
• Maintain current knowledge of local government requirements related to Supply Chain matters and ensures compliance with legal requirements.
• Participate in Logistics Cluster meetings in Katsina and Zamfara States.

Key Working Relationships:

• Position Reports to:  Senior Supply-chain Coordinator
• Position directly supervises:  Supply-chain Officers for Zamfara and Katsina.
• Indirect Reporting: Logistics Assistants for Zamfara and Katsina.

Other Internal and/or external contacts:

Internal:

IRC Northwest: Operations team and Program teams

External: 

LGA level logistics clusters, transport vendors, and Local government authorities.

Qualifications

• Education: Bachelor’s Degree or Equivalent in Supply Chain Management
• Work Experience: 4 years of increasingly responsible professional experience in the substantive area of supply chain, of which at least two years in conflict affected areas. Working experience in North- East of Nigeria will be an added value.

Demonstrated Skills and Competencies:

• Experience working with grants funded by donors including OFDA, DFID, ECHO, and EU, and knowledge of specific donor guidelines.
• Ability to roll out GSC policies and SOPs.
• Demonstrated training and coaching ability.
• Strong computer and communication equipment skills, including Microsoft Office applications, VHF, satellite phones.
• Knowledge and understanding on quality of care, specifically client rights issues and BCC.
• Demonstrated expertise in the substantive area of work and strong programme experience.
• Demonstrated ability to network within the development partners community.
• Familiarity with management and monitoring tools is desirable.
• Familiarity and knowledge of emergency programming with humanitarian and resilience angle – Experience in the humanitarian setting is an asset.
• Ability to take initiative and independently respond to situations.
• Ability to communicate effectively with managers, colleagues, partners, and clients.
• Strong commitment to IRC’s mission, purpose, and values.
• Excellent organizational skills with the ability to prioritize workload.
• Well organized and analytical
• Able to work well in a team and to undertake assigned tasks independently.

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Job Description

The Protection Sector NGO Co-Lead will work in partnership with the Protection Sector Coordinator of UNHCR for Northeast Nigeria, to provide leadership and facilitate the processes that will ensure a well-coordinated, strategic, adequate, coherent, and effective protection response within the BAY States of North-East Nigeria. The Co-Lead will have specific responsibility for ensuring that the Protection Sector is informed by NGO perspectives, including, importantly, that of local partners. The Co-Lead will also be responsible for ensuring that the NGO membership is contributing to and sharing Protection Sector responsibilities and will play a lead role in developing the active engagement and technical capacity of members of the Protection Sector.  
 
The four expected results are as follows: 
NGOs concerns and priorities are adequately brought up and considered by the Protection Sector Coordination Team/ secretariat.
NGO Protection stakeholders are encouraged to participate in Protection Sector activities, o Protection inter-sector and/or multisectoral coordination effectiveness is reinforced and, Protection Sector coordination, NGO- government relation is strengthened at LGA and state levels. 
The NGO Co-Lead Agency will appoint a Protection Sector Co-Coordinator, full time. 
The coordinator will be reporting to the NGO Co-Lead Agency for all contractual arrangements.  

Major Responsibilities: 
 
As per IASC Guidelines, Sector Co-Coordinators at the national level are accountable to the Humanitarian Coordinator for facilitating a process at the sectoral level aimed at ensuring the following: 

Inclusion of key humanitarian partners: 

• Ensure inclusion of key humanitarian partners for the sector, national protection actors, and key ministries, respecting their respective mandates and Programme priorities 

Establishment and maintenance of appropriate humanitarian coordination mechanisms: 

• Ensure appropriate coordination with all humanitarian partners (including national and international NGOs, the International Red Cross/Red Crescent Movement, IOM, UN Agencies and other international organizations), through establishment/maintenance of appropriate sectoral coordination mechanisms, including working groups at the national and, if necessary, local level.
• Secure commitments from humanitarian partners in responding to needs and filling gaps, ensuring an appropriate distribution of responsibilities within the sectoral group, with clearly defined focal points for specific issues where needed. 
• Ensure the complementarity of different humanitarian actors’ actions. 
• Promote emergency response actions while at the same time considering the need for early recovery planning as well as prevention and risk reduction concerns.
• Ensure effective links with other sectoral groups, working groups and AoRs. 
• Ensure that sectoral coordination mechanisms are adapted over time to reflect the capacities of local actors and the engagement of development partners. 
• Represent the interests of the sectoral group in discussions with the Humanitarian Coordinator / Deputy Humanitarian Coordinator and other stakeholders on prioritization, resource mobilization and advocacy.  

Coordination with national/local authorities, State institutions, local civil society, and other relevant actors: 

• Ensure that humanitarian responses build on local capacities. 
• Ensure appropriate links with national and local authorities, State institutions, local civil society and other relevant actors and ensure appropriate coordination and information exchange with them. 

Participatory and community-based approaches: 

• Ensure utilization of participatory and community-based approaches in sectoral needs assessment, analysis, planning, monitoring, and response. 

Attention to priority cross-cutting issues: 

• Ensure integration of agreed priority cross-cutting issues in sectoral needs assessment, analysis, planning, monitoring, and response (e.g. age, diversity, environment, gender and human rights); contribute to the development of appropriate strategies to address these issues; ensure gender-sensitive programming and promote gender equality; ensure that the needs, contributions and capacities of women and girls as well as men and boys are addressed. 

Needs assessment and analysis: 

• Ensure effective and coherent sectoral needs assessment and analysis, involving all relevant partners and complimenting sectors. 
• Active contribution to the development, implementation of harmonized tools and participatory analysis 

Planning and strategy development: 

Ensure predictable action within the sectoral group for the following: 

• Identification of gaps. 
• Developing/updating agreed response strategies and action plans for the sector and ensuring that these are adequately reflected in overall country strategies, such as the Humanitarian Response Strategy and the entire Humanitarian Program Cycle. 
• Drawing lessons learned from past activities and revising strategies accordingly. 
• Developing an exit, or transition, strategy for the sectoral group. 

 
Application of standards: 

• Ensure that sectoral group participants are aware of relevant policy guidelines, technical standards and relevant commitments that the Government has undertaken under international human rights law; 
• Ensure that responses are in line with existing policy guidance, technical standards, and relevant Government human rights legal obligations. 

 Monitoring, evaluating, and reporting: 

• Ensure adequate monitoring mechanisms are in place to review the impact of the sectoral working group and progress against implementation plans. 
• Ensure adequate reporting and effective information sharing (with OCHA support), with due regard for age and sex disaggregation. 
• Support Sector Information Management Officer (IMO) to ensure Protection related data are compiled, analyzed, and synthesized to inform planning and decision making.  
• Support the sector IMO to ensure mapping of various Protection related needs assessments planned or done including multi-sector needs assessments and ensure Protection findings are refined. 
• Support in analysis to identify and address (emerging) gaps, obstacles, duplication, and cross-cutting issues. 

Advocacy and resource mobilization: 

• Identify core advocacy concerns, including resource requirements, and contribute key messages to broader advocacy initiatives of the HC and other actors. 
• Advocate for donors to fund humanitarian actors to carry out priority activities in the sector concerned, while at the same time encouraging sectoral group participants to mobilize resources for their activities through their usual channels. 

Training and capacity building: 

• Promote/support the training of staff and capacity building of humanitarian partners. 
• Support efforts to strengthen the capacity of the national authorities, civil society and LGA authorities. 
• Provide training and update sector partners on the benefits and outcomes of incorporating better assurance mechanisms into programs and responses as required. 

Other Responsibilities: 

• In addition, the Protection Sector Co-Coordinator, as a representative of NGO interests in the Protection Sector will assume the following responsibilities: 
• Participate in HNO, HRP, NHF and Flash Appeals processes and represent /sector Partners during the processes of defenses before the respective boards. 
• Develop a sector strategy that ensures appropriate NGO inclusion. 
• Establish regular exchange with NNGOs and INGOs mechanisms and Nigeria INO Forum (NIF). 
• Ensure that NGO Protection partners have equal and fair access to all Humanitarian Common Services (HCS) 
• Represent the NGO community at the monthly Protection sector meetings. 
• Contribute to the production of Protection documents (policies, strategies, work plans, advocacy briefs, and bulletins) with an appropriate view and technical input from NGO Protection partners. 
• Work closely with the UN co-lead agency UNHCR to ensure effective collaboration between UN and NGOs 
• Motivate NGOs to participate in Protection events (coordination meetings, working groups, training, workshop, assessments, etc.). 
• Represent the NGO interests various in humanitarian forums where needed. 

Job Requirements: 

Education:  

• Advanced University Degree in Protection related field with a minimum of 4 years’ experience in Humanitarian assistance. 

Work Experience: 

• A minimum of 4 years’ experience in Humanitarian

Competencies: 

• Documented results related to the position’s responsibilities. 
• Knowledge about own leadership skills/profile 
• Be technically competent in the sector systems, procedures, and governance structures. 
• Able to maintain good relationships with all relevant stakeholder counterparts. 
• Be able to work with diverse stakeholders to develop consensus. 
• Demonstrate an understanding of the international humanitarian response and coordination mechanisms, and humanitarian reform. 
• Able to take into consideration the interests of NGOs (international and national) while advocating or lobbying for any cause. The sector is guided by the principles of neutrality, impartiality, and advocacy for all. 
• Experience working with UN agencies on Protection matters. 
• Demonstrate personal and professional integrity in all interactions. 

Context/Specific skills, knowledge, and experience: 

• Strong leadership and coordination skills. 
• Considerable relevant field experience in Protection projects in humanitarian and development programs preferable with non-governmental organizations and in more than one country. 
• Experience and/or understanding of Protection related issues in humanitarian and development contexts. 
• Experience in management and capacity building of teams in complex contexts. 
• Proven record of training/skills development of individuals and teams, including partner organizations. 
• Proven ability to analyze complex humanitarian and recovery contexts at the local and national level, monitor changes and translate into appropriate strategic planning. 
• Good assessment, analytical, monitoring and evaluating and planning skills and project management skills to enable program delivery. 
• Ability to consolidate and triangulate information received from various sources. 
• Good communication skills 
• Working experience in BAY is preferred. 

Preferred experience

• Experience from working in complex and volatile IDP’s contexts.