Supply Chain Officer at International Rescue Committee (IRC)

Job Overview/Summary

• Supply Chain Officer is a key position to the success and delivery of quality programs.
• IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning, procurement, property, and asset management as well as vehicle and fleet management.
• The Supply Chain Officer is responsible for supporting the Supply Chain function to ensure efficient procurement and delivery of supply chain functions in the field office.

Major Responsibilities

Under the direct supervision of the Field Coordinator with technical guidance from the Logistic Manager and the Senior Procurement Manager, 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.
• Develop movement plans to ensure efficient and effective use of allocated resources – vehicles
• Develop a preventive maintenance schedule and ensure all assets (vehicles and generators) are serviced as of when due.
• In coordination with the program team, develop and review warehouse and distribution plans.
• Ensure that assets are properly tracked and all related documents are updated and archived according to IRC Assets SOPs
• Implementing all IRC Supply Chain SOPs
• Develop sourcing strategies and relationships with suppliers.
• Monitor supply market and conduct market surveys & analysis.

Procurement:

• Responsible for implementing procurement plans & strategies and ensuring all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:
• Support in the development of procurement specifications
• Processing approved Purchase requests through the procurement software (Integra) and ensuring data accuracy.
• Request for quotations/proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that are transparent and documented.
• Demonstrate value for money in procurement.
• Review procurement documents for accuracy before taking payment for approval.
• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports

Contract Management:

• Responsible for managing contracts and supplier performance to ensure that terms & conditions, and standard operating procedures are adhered to as provided by GSC. This includes:
• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators

Supplier Management:

• Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes:
• Maintain suppliers’ files and documentation
• Documents supplier performance
• Maintain supplier performance scorecards.

Compliance and Ethics:

• Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:
• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures
• identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs)
• 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 with 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 the country office.
• Develop and support the implementation of improvement plans.
• Promptly Inform the Field Coordinator of any areas of concern or potential or suspected supply chain policy violations.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing a post-audit corrective action plan);

Staff Management and Development:

• Support recruitment of Supply Chain staff (written tests and interviews) through the effective utilization of the IRC supply chain competency matrix.
• Ensure each team member’s objectives are set following the organizational unit visions as well as operations context(s);
• Provide face-to-face and remote orientation to newly hired supply chain staff
• Assess supply chain staff competency and training gaps and develop appropriate intervention programmes
• Technical Management & Systems:
• Participate in the development and implementation of ERP, Integra and other Supply Chain systems and, when necessary, SC Standard Operating Procedures.

Qualifications

• Bachelor’s Degree required (Business Management, Business Studies, Administrative Studies, and similar management courses)
• Advanced professional certification in supply chain management and/or emergency response management added advantage.

Work Experience:

• At least 3 years of experience in handling humanitarian supply chains.
• Strong ERP rollout and management skills.
• Demonstrated ability to develop and roll out supply chain policies 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.