Project Supply Chain Manager

Job Description

The Supply Chain Manager is a key position to the success and delivery of quality programs implementation for the Nexus Project. 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. The Supply Chain Manager is responsible for planning, implementing, and monitoring of supply chain activities.

Under the direct supervision of the Supply Chain Coordinator, The Supply Chain manager will be the technical lead of Nexus Project on planning, market assessments, and international procurement, Liaison with local authorities for securing tax exceptions. The position holder will also be responsible for the standardization of policies and good Supply Chain practices across all functions while always maintaining compliance.

KEY RESPONSIBILITIES

Supply Chain Planning

Supply chain planning is included to ensuing to;

- Compile item forecast for all grants in collaboration with program technical team. - Develop and implement procurement, asset, inventory distribution plans and monitor progress. - Attend program (grant opening, review and closing) meetings. - Set priorities for procurement implementation and provide updates regularly. - Compile and submit procurement, asset, and inventory reports to Supply Coordinator in a timely manner. - Implement sourcing strategies in compliance with the organization policy. - Monitor supply market and periodically conduct market surveys & analysis.

Procurement Management

The Supply Chain Manager is responsible for the implementation of procurement activities, ensures all program procurement needs and plans are met on time in accordance with GSC and donors’ standards.

- Implement new SOPs and ensure that all procurements are in accordance with the policy. - Ensure active grants have consolidated item forecast and track on monthly basis. - Ensure proper RFP procurement process with strictly following donor compliance. - Prepare RFPs and lead the tender process and ensure proper documentation and realistic Leadtime. - Monitor POs and PR status in integra on weekly basis and provide update. - Maintain procurement document filing of each grant readily retrievable for audit query. - Compile/share weekly procurement tracking update with highlights of activity progress. - Ensure market survey is periodically conducted for price index and multiyear contracts. - Participate schedule Project Implementation Meetings (PIM) and provide supply chain project implementation update. - Maintain updated contract files, track and start renewal process in good time. - Implement and monitor segregation duties in procurement. - Ensure pharmaceutical procurement, custody, and distribution in a timely manner. - Implement all IRC procurement Standard Operating Procedures to ensure compliance with IRC and donors’ procurement policies. - Lead the bidding process on RFQ/RFP procurement processes, including Request for quotation, Request for proposal, Tender evaluation and facilitating procurement committee functioning. - Set negotiation objectives and conduct negotiations with potential suppliers to ensure value for money. - In collaboration of program technical leads and requesters develop comprehensive procurement plan for program activities. - Review procurement documents before submission for payment.

Supplier Management

- Maintain complete supplier files with required documentation. - Lead supplier due diligence, including ATC check, supplier site visits, supplier background check and implement any other fraud prevention methods. - Conduct Supplier performance reviews/evaluation and feedback process and maintain up to date and accurate supplier performance scorecards.

Asset and Inventory Management

- The Supply Chain Manager will be responsible for managing asset and inventory records in the country program with complete documentation. - Implement asset and inventory management in accordance with the IRC policy. - Ensure that pharmaceutical supplies are received, maintained and have distribution plans. - Implement inventory cycle count and grant end inventory count through integra system. - Monitory inventory status in the system on biweekly basis & check against physical inventory - Ensure asset full asset records are maintained and tracked– issuance, location and status. - Ensure that assets and inventory are counted at the grant end and reported. - Compile monthly asset and inventory reports, review and share with the SCC. - Lead annual year end asset and inventory verification. - Ensure that grant inventory and asset report is accurate, regularly produced, reviewed, and approved before the Grant closing date. - Generate an On-hand Inventory list and share it with program/Requesters on a weekly basis. - Local implementing Partnership Support. - In coordination with the Supply chain Coordinator, support local implementing partners on implementation of the IRC and donor policies. - Provide technical guidance to partners on procurement through orientation and training. - Participate in local partners capacity assessment /review meeting and advise accordingly. - Support the program and the partners on spending analysis.

Staff Management and Development:

- Ensure each team members' 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, in designated countries. Coordinate on the job training on SOPs, Manuals and maintain record. - Compliance and Ethics - The Supply Chain Manager will be responsible for ensuring IRC policies and donor compliance, implementing procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans and ensuring all supply chain activities are conducted ethically.

Reporting

- The Supply Chain Manager is responsible for compiling supply chain reports and forwarding them to the Supply Chain Coordinator. - Prepare and share weekly procurement activity tracking update. - Prepare and share consolidated monthly report (inventory & asset) - Prepare and share monthly contract tracking report. - Prepare and submit grant end reports (asset and inventory) - Prepare and submit ad hoc reports as required. - Perform any other duties assigned by the supervisor

Qualifications

- Bachelor’s degree in business administration and advanced professional certification in supply chain management. - Good computer skills (Word, Excel); - Skills in English and Somali- both speaking & writing. - Able to work under pressure for multiple tasks simultaneously to successful conclusions. - Positive attitude with good sense of humor; Committed team player.

REQUIRED COMPETENCIES:

- A commitment to IRC’s mission, vision, values, and IRC Way – Professional Code of Conduct. - Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development. - Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution. - Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context. - Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience. - Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity. - Curiosity, a desire to continually learn and develop and a sense of humor is a must.

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.

Diversity and Inclusion

at IRC, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, physical or mental ability, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.