Senior Supply Chain Manager

Logistics & Procurement

Job Description

Background/IRC Summary:

The Ukraine crises could become the worst humanitarian crisis Europe has seen in decades. More than 5.3 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced and the vast majority of the displaced are women, girls and boys.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine and Poland to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is established operations across Ukraine and Poland offering a robust humanitarian response to complement partner response services either in breadth or scale.

Job Overview/Summary:

Senior Supply Chain Manager is a key position to the success and delivery of quality programs and shall act as the support function as necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management. The Senior Supply Chain Manager is accountable for the design, planning, execution and monitoring of supply chain activities, delivery of an effective supply chain function within the Poland program in compliance with IRC, donor regulations and in line with program objectives. They are also responsible for continuous improvement of performance quality throughout the SC team and ensuring partners’ satisfaction by exercising service-oriented practices.

KEY RESPONSIBILITIES

1. Supply Chain Planning

The Senior Supply Chain Manager is responsible for supply chain activities planning, developing supply chain plans to support program implementation and close coordination with internal and external partners. Supply chain planning includes procurement plans, transport plans and training plans.

- Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.

- Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.

- Ensure that supply chain department is well staffed and roles and responsibilities of each have clear job description.

- Support DDO, programs in setting up as per programmatic needs.

2. Procurement Management

The Senior Supply Chain Manager owns, manages and drives IRC in country procurement strategies, policies and procedures. They ensure all country program procurement needs are met on time in accordance with IRC Global Supply Chain (GSC) standards.

- Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.

- Ensure review and execution of procurement contracts in timely fashion.

- Ensure Implementation of GSC SOPs in all Poland program offices and ensure rollout of updated SOP in 2023.

- Ensure supply chain monthly and quarterly reports are accurate and submitted on time.

- Organize procurement trainings sessions for procurement / tender committees in the field offices and non-supply chain staff if deemed necessary.

- Review procurement documents before payments.

- Ensure all suppliers/service providers Information, history and performance are filed and kept confidentially in all offices.

- Ensure supply chain officers conduct Market Survey and analysis quarterly and share with program team and field Coordinators/ Managers.

- Identify fraud and corruption red flags and address in timely manner.

- Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.

- Work with Field Offices Supply Chain staff and Field Coordinator / Managers to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures.

- Work with finance and the DDO to roll out an ERP system that best suits the Poland operations.

3. Inventory Management

The Senior Supply Chain Manager is responsible for managing and controlling all inventory and warehouses operation in the country program and ensuring excellent records keeping, implementation of inventory standard operating procedures and control as provided by GSC.

- Ensure implementation of IRC inventory policies in all IRC Poland offices.

- Produce grants ending and year ending inventory report in timely manner.

- Visit field offices at least once per year and check warehouses/stores records and safety as per IRC standard Supply Chain Assessment Tool (SCAT).

- Conduct spot checks and surprise inventory counts as per IRC SOPs.

4. Assets Management

The Senior Supply Chain Manager is responsible for the procurement, maintenance, safe keeping and records of all IRC country program assets and equipment. They are responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors rules and regulations.

- Ensure Implementation of IRC Asset policies in all IRC Poland offices.

- Ensure assets are maintained timely and are safe to use, all maintenance documented.

- Ensure assets are tracked properly, tagged at the delivery and asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.

- Plan for asset replacement as their service life coming to an end ensuring sufficient funds are budgeted for replacement.

- Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.

- Ensure spot-checks are done systematically, documented and reported for all IRC assets, inventory and equipment at least once a year.

5. Vehicles Management

The Senior Supply Chain Manager is responsible for overseeing and coordinating all IRC country fleet and transportation activities, ensuring that all IRC fleet operations are conducted in adherence to IRC vehicles policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy.

- Ensure all IRC vehicles are in good condition and well maintained.

- Ensure all IRC-owned vehicles are reported and insured by IRC.

- Ensure local fleet management policy is in place, implemented and followed by all in all IRC Poland offices.

- Review regularly fuel consumption and vehicle utilization management. Based on analysis, plan for increase/decrease of number of vehicles if necessary.

- Review vehicle monthly reports and provide necessary support to the supply chain staff.

6. Compliance and Ethics

The Senior Supply Chain Manager is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans and ensuring all supply chain activities are conducted in ethical manners.

7. Learning and Development:

The Senior Supply Chain Manager is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.

Requirements:

• Advanced Degree, minimum 5 years of progressive Supply Chain professional experience or equivalent education and experience.

• Demonstrated success as a Supply Chain leader across all disciplines including planning, procurement and logistics.

• Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management.

• Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units.

• Able to work effectively in a highly matrixed structure.

• Strong financial management and budgeting skills.

• Excellent training and coaching ability.

• Fluency in English required, spoken proficiency in Polish a plus

• Ability to travel to remote field offices.

• Resilient, organized, hard-working, with positive attitude.

Demonstrated Skills and 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.

• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

• English is required and Polish is highly desirable.

• Travel: 25% and workshops meetings and field office visits.

Key Working Relationships:

Position Reports to: Deputy Director for Operations – Poland program and Regional Supply Chain Director.

Position directly supervises: Supply chain officer, procurement officer, logistics officer

Other Internal and/or external contacts:

Internal: Regular relationships with regional and country Supply Chain staff at all levels, Deputy Director of Operations, Program department leads.

External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations, Logistics cluster, IMPAACT.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

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, sexual orientation, physical or mental ability, ethnicity, 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.

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Added 1 year ago - Updated 1 year ago - Source: rescue.org