Job Vacancies at International Rescue Committee (IRC)

Job Overview / Summary

• The Procurement and Logistics Manager is responsible for the efficient coordination and management of the supply chain function for IRC USAID/OTL project in Borno, Yobe and Adamawa state in compliance with IRC and donor regulations.

• The position will directly supervise Procurement and Logistics Officer in Yobe State.

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

• The position would report to the Director of Finance and Operations (DOF).

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 the USAID/OTL 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 USAID/OTL 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 & Director of Finance and Operations (DOF).

Fleet and Transport Management:

• Oversee the management of the transport fleet for IRC USAID/OTL project in Borno state office. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program Managers and Field Coordinator.

• Ensure that systems are in place to account for transported goods.

• 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 USAID/OTL Project 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, Director of Finance and Operations and Senior Supply Chain Coordinator on time as per donor requirement

• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.

• Ensure warehouse and stocks are secure, well managed and documented.

Asset Management:

• Ensure proper tracking, maintenance, and recording of all IRC USAID/OTL assets in Borno and Yobe State , 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 Director of Finance (DOF) and Senior Supply Chain Coordinator for review and feedback.

• Ensure donor reports for assets are complete as per donor requirement and submitted on time to Director of Finance and Operations (DOF) 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.

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 Director of Finance and Operations (DOF) 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 Field Coordinator and Director of Finance and Operations  (DOF).

• Training, Outreach and Staff Management:

• Proactively develop the skills of IRC USAID/OTL Borno 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 for USAID/OTL project 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 USAID/OTL Supply Chain staff in Borno and Yobe state.

• Support to identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all USAID/OTL 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 Director of Finance and Operations (DOF) Senior Supply Chain Coordinator and Field Coordinator for review and feedback.

• In collaboration with the Director of Finance and Operations (DOF) 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 Borno, Yobe and Adamawa State.

Key Working Relationships:

• Position Reports to:  Director of Finance and Operations (DOF

• Position directly supervises:  Procurement and Logistics Officer

• Indirect Reporting: Senior Supply Chain Coordinator

• Internal: IRC’s Borno and Yobe Sector leads

• External: INGO supply chain cluster Partners.

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 USAID, 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 program 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.

Language Skills:

• Strong verbal and written communications skills in English.  

Working Environment:

• The position is located in Maiduguri, Borno State. The situation in northeast Nigeria continues to be volatile and the security phase is RED. The situation in Borno is in RED at the moment but remains tense and unpredictable; concerns include criminality.

• There is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states. IRC will provide suitable workspace space in the Maiduguri office.

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Scope of Work

The HeRoN Program Officer will report to the HeRoN Consortium Senior Manager. S/he will be responsible for working with partners to ensure implementation of health system strengthening approaches and initiatives is in line with the States Strategic health plans and Health Sector priorities. Maintain collaborative working relationships established among key government officials, The position requires experience with government health care system, Experience of working in partnership with or directly with the Ministry of Health, Ability to plan and collaborate with implementing partners/States &LGAs, and an Ability to manage a wide range of stakeholders for collaboration, coordination, and consultation. S/he will work collaboratively with Program field staffs from Consortium partner organizations (SFH & ACF) and Capacity building officers within IRC

Major Responsibilities

Program Management, Technical Quality, and Strategy

• Provide support to the consortium partners to ensure that Health System strengthening initiatives are implemented according to the approved project work plans  and in accordance with donor requirements.
• Support partners Jointly under the guidance of the health governance manager for the enhancement of implementation of organizational capacity action plans at the PHCC level.
• Support the local government in collaboration with HeRoN partners to develop action plans to address identified capacity gaps at the local level to strengthen management, as well as delivery of quality health services with the focus on inclusive health planning and budgeting to ensure implementation of health plans
• Provide technical support in collaboration with the HeRoN Partners to the LGAs for the roll-out, and improved management and delivery of the Basic Health Care Services package at local level and at the point of delivery (facilities)
• Assist the Senior HeRON Manager in following up with the stakeholders to ensure track of Engagement and Sustainability plans
• Support in all logistical preparations for project activities, working in close collaboration with IRC Supply Chain and Finance teams.
• Support the Consortium team by contributing in the development of activity plans, reports, and other relevant documents.
• Follow-up  and track action plans from stakeholder meetings (Produce and archive meeting minutes and reports)
• Support field assessments activities, and dissemination meetings as required
• Perform any other technical tasks as deemed fit by the line manager

Coordination & Representation:

• Participate in technical Coordination meetings at the LGA and the State levels, as required.
• Facilitate the planning processes at LGA levels, to ensure an inclusive approach that engages stakeholders and communities to reflect health needs in the local context
• Jointly planning with stakeholders and organizing community-level and facility-level meetings
• Participate at program coordination meetings with consortium and implementing partners

Position directly Supervises: N/A

• Key Internal Contacts: HeRON M&E, HeRON Pharmacy Manager, HeRON Deputy Team Leader, Supply Chain, Consortium Finance.

Key External Contacts:

• HeRON Implementing partners (Program Staffs)
• Ministry of Health, HeRON Technical Staff seconded to MoH, Joint HeRON/MoH Sustainability Task Force Chairperson, Health Facility staffs, Community Leaders and Members

Qualifications

Education:

• Graduate Health professional (Nurse, Clinical or Medical Officer), or any other relevant health related field with public health/system strengthening and Governance background.
• Post-graduate training in public health, added advantage

Work Experience:

• Minimum 3 years of professional experience, of which 1 - 2 years in health system strengthening, or in humanitarian/development settings
• Experience in local governance, social accountability, public administration, institutional development, public-sector capacity building or related technical areas  highly desirable.
• Knowledge and understanding of governance in service delivery, particularly in health, highly recommended
• Previous work experience with INGO, especially with project planning and reports writing, is an added advantage
• Have experience in general management (including financial and budget management, logistics management, etc.)
• Familiarity/ knowledge of operational contexts (Borno States)

Demonstrated Technical Skills:

• Background in situation analysis, Health System strengthening, health assessments M&E and program implementation.

Demonstrated Managerial/Leadership Competencies:

• Flexible, diplomatic and have ability and willingness live and work under pressure of workloads
• A mature person of high professional discipline and moral integrity, proactive and able to work under stress as the situation may dictate.

Languages:  English

Computer/Other Tech Requirements:

• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint. 

Ability to Travel: 30 % of time

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

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 supportive benefits and allowances.

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Lafiya-HeRoN Program Overview

• The Lafiya-HeRoN project is a Health Systems Strengthening consortium partnership of three organizations led by the IRC, with Action Against Hunger (AAH), and Society for Family Health (SFH) The consortium aims to ensure that crisis-affected communities in Borno and Yobe states have meaningful access to quality primary healthcare and nutrition services in the immediate term, while also contributing to the sustained capacity of health systems strengthening at the LGA level.
• The overall outcome of the HeRoN project is that people, with a particular focus on women, girls, and other marginalized groups are protected from and treated for the main causes of morbidity and mortality.
• To achieve the project outcome, the project theory of change will address three main areas: access and quality, demand and behavior change, and health systems strengthening.

Objectives and Scope

• The overall objective of the consultancy is to conduct an organizational capacity assessment and support the action planning of the Borno and Yobe State Primary Healthcare Development Agencies to identify areas for organizational development improvements to contribute to the efforts of health systems resilience in the states that will ultimately lead to improved health outcomes of people of Borno and the Yobe States. 
• An organizational capacity assessment of some selected Local government health authorities and 45 Primary healthcare centers supported by HeRON across Borno and Yobe have been conducted with results showing gaps and mitigation approaches across service delivery, supply chain system, community participation in PHCC activities, leadership, and governance, planning and management.
• These results will be utilized and incorporated into the final OCA report for the two states to portray a more holistic and wider result and findings of health systems of the two states.
• The organizational capacity assessment should provide the basis for defining a capacity-building plan/organizational development plan and technical assistance strategy to achieve the expected results.
• The organizational development should clearly define the change process that will lead to improvement in the capacity of the state agency to achieve results that contribute to systems resilience. The capacity-building planning should include activities to be undertaken, budget, and indicators to measure progress towards results.

Methodology of the Organizational Capacity Assessment

• The organizational capacity assessment should be participatory and consultative. The consultant should conduct a needs assessment using a defined methodology developed in partnership with the HeRoN consortium leadership.
• It is expected that the assessment will be built around self-assessment processes through an OCA workshop with staff and personnel from different departments/units of the organization for a consultation to help validate, expand, and improve the range of information collected targeting the health systems pillars (e.g., HMIS, HRH, leadership and governance, medical procurements/supply chain, service delivery), use and adapt the existing self-assessment tools for assessment of health systems pillars and provide the foundation for further technical assistance and organizational development.
• The consultant will conduct a participatory Organizational Capacity Assessment and action planning at the state primary healthcare development agency while leveraging on results and organization plans/recommendations from the available OCA of the 45 selected HeRON Supported PHCCs and 10 LGHAs.
• The organizational development plan and framework should recognize the multiple dimensions of capacity in relation to each other as well as to the expected results.
• This approach ensures that capacity building should go beyond individual capacity (relevant skills and abilities) to include organizational capacity (governance, structures, processes, budgeting, planning, etc.) as well as the broader context and environment within which the HeRoN program is being implemented.

Context of the Organizational Capacity Assessment

• The OCA will be conducted in the Yobe and Borno states of northeast Nigeria.
• Yobe and Borno states continue to endure the impact of the protracted crisis, which has significantly contributed to its poor human development and health outcomes indicators.
• The protracted conflict has continued to have a negative impact on the health status of the affected population, with poor health indicators recorded and gaps across its health system pillars.

Overall Organization of the Assessment

• It is envisaged that this assessment process will be organized as follows:
• The signing of the contract with the Consultant. The contract will include details of the emolument and communication protocol
• The Consultant would submit a detailed work plan and assessment methodology to the HeRoN Team Leader and Health Governance Manager.
• The Consultant to review existing results from the 45 PHCCs and 10 LGA OCA across Borno and Yobe to tailor the State OCA tools and deliverables
• The HeRoN consortium, the Consultant, and HeRoN implementing partners will agree on the draft work plan and assignment methodology within 2-3 days of submission.
• The Consultant will execute the assignment as per the agreed work plan. Necessary revisions to the plan should be communicated and agreed upon in writing.
• A draft report by the Consultant will be presented to the HeRON consortium leadership and implementing partners for validation and feedback.
• A final report for the OCA and Organizational development plan – including and incorporating all results from the OCA and OD for the PHCCs and LGAs.

Objectives of the Assessment

• The overall objective of the exercise is that HeRoN program will record sustainable organizational resilience through improvement and scale.
• To this end, the OCA must be accompanied by a well-defined capacity-building plan that will guide the capacity-building effort and strategy of the HeRoN consortium and implementing partners.
• Key focus areas of the OCA are the health systems pillars (governance and leadership, HMIS, health financing, human resources for health, medical commodities, and service delivery).
• An implementation plan should be developed, which should include recommended activities, a budget, indicators to measure progress, and a suggested sequence of execution.
• Opportunities should be identified where investment in capacity building will drive organizational change to produce sustainable results.

Results of the Assessment

• OCA and OD of the two state agencies, OCD implementation plan is developed based on findings from the OCA. This plan provides a clear pathway to achieving expected results
• The consultant designs and delivers the two final OCA reports for Borno and Yobe incorporating all results from the conducted State Agencies, PHCCs and LGA OCAs.

Key Deliverables

• Comprehensive work plan including a detailed methodology, report format, and revised timeline.
• Provision of an inception report incorporating preliminary findings
• Facilitation of the self-assessment organization capacity assessment in 2 state agencies.
• Submission OCA results and organizational development plans for the two agencies
• Submission of the final OCA report for Borno and Yobe including the detailed implementation strategy.
• Co-facilitation and presentation of draft OCA and OD plan to HeRoN consortium and implementing partners including the implementation strategy.

Scope of Work

• Health Sector context and analysis.
• Review the state primary health care agencies’ structures and elements of the organization, including leadership, current strategy, structures, human resource management, and internal controls.
• Assess the drivers and constraints which may explain present performance or be a threat
• to future capacity growth- include mitigants.
• Assess change readiness and identify potential or present change inertia factors.
• Develop change strategy and change management aspects.
• Review available government/international donor resources and connections including reports of ongoing consultation with stakeholders.

Overall Approach

• The assignment and recommendation should be approached in such a way as to facilitate ownership and drive of the final growth plan so that results are sustained.
• It should be participatory and consultative.
• Self-assessments and consultative methodologies should be incorporated into the assignment not only to improve the range of information collected but also to improve ownership and drive of the implementation plan.

Roles and Responsibilities
HeRON consortium will commit time to support the consultant during this exercise:

• Facilitate introductions and connections to key stakeholders for the consultant as necessary
• Facilitate the mobilization of participants for interviews with government stakeholders.
• Facilitate travel bookings and accommodation
• Organize regular check-in calls with the consultant for the provision of updates

Consultant to submit work and timetable for the assignment- including clearly stated:

• Reporting deadlines for the various stages of the assignment
• A timely request for documents and needed logistical support
• Timely notification for workshops, interviews and required participants
• Meets agreed deadlines and deliverables

Qualifications

• 5+ years of consultancy experience in organizational capacity assessments, preferably for health system strengthening assessments.
• Relevant experience working in the Nigeria health sector, with demonstrable technical knowledge on health systems strengthening. 
• Organizational development skills
• Leadership and Change management skills
• Evidence-based decision-making skills
• Monitoring and Evaluation
• Familiarity with methods and tools for participatory self-assessment.

Skills in Communication, Facilitation and Reporting:
Duration and Timing of the Assessment- This is estimated at 37 days, including but not limited to the following:

• Data collection and analysis- focus groups, workshops, etc.
• Draft of consolidated report
• Preparation of the final report
• Presentation of final report and facilitation of workshop to develop OCD implementation strategy.

Note
The detailed technical proposal should include the following components:

• Demonstrate competence and qualification to meet stated objectives of the OCA and implementation planning
• Approach to successfully deliver on stated objectives of the exercise.
• Proposed methodology and examples of their application.
• Cost proposal for executing the assignment including any additional resources needed.
• A sample of previous similar work.