Senior Supply Chain Manager

Job Description

Founded in 1933, the International Rescue Committee (www.rescue.org) is a world leader in relief, rehabilitation, and post-conflict development services for those uprooted or affected by violent conflict and oppression. The IRC is currently working in over 40 countries around the world, addressing both the immediate and lifesaving needs of conflict affected people in emergencies and the reconstruction needs of post-conflict societies.

The IRC began programming in northern Uganda in 1998 in response to mass displacement and devastation wrought by rebel group, the Lord’s Resistance Army. In 2002, the IRC expanded to the remote, conflict-affected region of Karamoja and in 2011, began working with refugees in Kampala. Monitoring the influx of South Sudanese refugees at the end of 2015, the IRC began scaling up its response to refugees arriving in the West Nile region. By promoting durable solutions that deliver on the interdependent aims of saving lives, strengthening institutions, and supporting social cohesion, the IRC in Uganda is laying the building blocks for long-term stability and development - bringing people from harm to home. The IRC currently works in 9 districts in Uganda, including Kitgum, Lamwo, Kyegegwa, Moroto, Amudat, Yumbe, Arua, Kasese and Kampala. The IRC will be moving into additional/new locations in refugee settlements in Zombo and Kiryandongo.

The IRC is currently implementing its health and nutrition program in West Nile and Acholi focusing on providing primary health care services to refugees in their settlements. Similar services will be extended to the new locations starting January 2020.

Scope of Work: Reporting to Supply Chain Coordinator, the Senior Supply Chain Manager is responsible for the efficient coordination and management of all procurement, inventory, and assets management functions for IRC’s office in Uganda. The position will also be responsible for the implementation of departmental policies, procedures, and good practices across all the field sites. The role will require regular travel to provide technical support to the field-based supply c staff.

Duties and Responsibilities: Procurement: •Ensures that all goods and services are procured in accordance with the timescales set and agreed with programme staff and IRC’s systems, policies, and procedures, to support programmes to deliver result at impact and scale for the clients. •Ensures that value for money is achieved through competitive and transparent Procurement processes. •Provides technical and strategic support to the country program to increase Procurement capacity and to achieve the operational goals of the Country Supply Chain team. •Manages and provides technical supervision in the use of Integra and related Enterprise Resource Planning Systems.

Compliance: •Monitor all Procurement Standard Operating Procedures to ensure that they are being used in all transactions. •Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Supply Chain Coordinator. •Provide consistent and constructive support to other departments to ensure compliance with policies and procedures. •Promptly inform the Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures. •Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings. •Ensure that issues of compliance are standardized across all field sites.

Procurement Management: •Responsible for creation and management of list of Master Purchase/Service Agreements and Authorized Suppliers, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff. •Review and upload Item Forecasts in Integra •Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted (MPA/MSA) Suppliers. •Manage Contracted (MPA/MSA) and Authorized Suppliers in terms of quality, delivery time, value for money, etc. •Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money. •Focal point for all international procurement •Prepare Requests for Proposal and manage contract/tender processes.

Inventory Management: •Ensure implementation of IRC inventory policies. •Ensure the smooth running of country office-based warehouse and optimum stock levels are maintained. •Produce grants ending and year ending inventory report in timely manner. •Conduct spot checks and supervise inventory counts as per IRC SOPs.

Assets Management: •Ensure Implementation of IRC Asset policies. •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. •Ensure that Fixed Asset records are timely updated in Integra by Asset responsible person. •Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.

Documentation and Reporting: •Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible. •Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy. •Extract from the BvA the weekly Purchase Request Tracking report and Share with all staff •Analyse Purchase Request Tracking to ensure that all procurement is carried out efficiently and in a timely manner. No delays and aging PRs.

Training & Capacity Building: •Organize Procurement trainings for both program and operations staff on a regular basis. •Develop and maintain an effective orientation package and ensures that new staff members are appropriately orientated on Procurement policies and procedures in a timely manner. •Ensure that Procurement department maintains cooperative relations with other departments and interacts with them in a positive manner. •Identify training needs for Procurement staff and make recommendations to the Supply Chain Coordinator.

Staff Supervision: •Set clear performance objectives for staff you supervise and ensure that they are understood. •Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met. •Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures. •Ensure that staff annual leave is tracked and planned and that there is sustainable coverage and backup for all staff going on leave. •Review and approve/endorse timesheets of your staff on a monthly basis and travel and leave requests when the requests are made.

Senior Supply Chain Manager Competency’s Matrix: •The Competency matrix is the primary supporting document to this job description, and he/she must ensure that all tasks are preformed to standard.

Qualifications

•Bachelor's degree in supply chain management or related discipline required. •Possession of master’s degree in Procurement & Supply Chain Management or equivalent and/ or advanced CIPS qualification. •6 years of progressive supply chain experience with expertise across planning, procurement, logistics, inventory management, and fixed asset management. •Experienced user of ERPs, data warehouses, Excel, Word, and PowerPoint •Demonstrated experience implementing and/or supporting finance and supply chain applications required. •Strong capability to articulate complex concepts into understandable language for diverse audiences Proven coaching and training, project management, process mapping, and process documentation skills. •Experience with finance and supply chain business processes within Non- Governmental Organizations preferred. •Strong presentation, facilitation, training, mentoring, and coaching skills. •Excellent interpersonal, written, and oral communication skills. •Excellent relationship management skills with ability to influence and get buy-in from people not under direct supervision •Strong strategic, analytical, organizational, and systems thinking skills with capacity to see the big picture and ability to make sound judgment •Ethical conduct in accordance with recognized professional and organizational codes of ethics •Proactive, resourceful and results oriented. •Ability to be effective with minimal supervision.

Professional Code of Conduct: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional 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, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.