Senior Supply Chain Officer

Job Description

The Senior Supply Chain Officer reports to Supply Chain Manager and has responsibility to oversight of the IRC Lashio office regarding supply chain functions. In managing these functions, the Senior Supply Chain Officer will ensure compliance with IRC and donor’s policy and regulations.

Your Job Scope includes but not limited to:

The Senior Supply Chain Officer of IRC Lashio will be responsible for the following tasks:

Procurement Management:

• Analyze and monitor market situations and record documentation to support Procurement Planning

• Ensure Price Listing is in line with the Market Survey which will be completed by the support of Supply Chain Officers

• Follow procurement procedures to be in line with IRC and Donor’s policy and procedures

• Create comprehensive Supplier Database which be contained very informative to all related staffs

• Ensure all the potential suppliers are passed ATC/ Vetting Process and required documentation will be filed (i.e. Vendor Information and Anti-Terrorism Check/ Supplier Vetting)

• Store Procurement related file in Hard and Soft copies to ensure future internal and external audit trail

• Record and Report to Line Manager for Procurement Tracking System Report and Monthly PR Consolidated reports

• Maintain Good Practices in Procurement and always adhere to the Ethical Standards of Procurement

Asset Management:

• Update Assets Tracker Monthly which must reflect the actual assignment and usage by the users

• Ensure all the asset have Asset Tag/ Label Number and Register Record

• Issue and Collect assets from the Field staffs and Yangon Office

• Record all the returned asset are in Usable Conditions or Repaired Conditions or Missing Accessories

• Notify to Line Manager if the assets are not acceptable to return or usable or repaired conditions

• Transport Asset to Local or Yangon Supplier with the support of Supply Chain Officer and Yangon Asset Focal Person

• Record Asset Issue Form, Register, Incident, Maintenance Record as per IRC Guidelines for each Asset

• Conduct regular Monthly, Quarterly and Yearly as well as Occasionally Checks for internal and external audit trail

Fleet Management:

• Analyze the Fleet report from Supply Chain Officer

• Analyze and Monitor Fuel Consumption, Carbon Emission, Availability, Maintenance, Running Cost of Field Locations and Lashio Office

• Closely Communicate with Supply Chain Officer to ensure Smoother and Comfortable Fleet Arrangements for staffs and IRC

• Manage and Supervise Weekly Fleet Arrangements of Supply Chain Officer to be ensure Inclusive Program Implementation

Warehouse Management:

- Checking NFI and Inventory Reports of Warehouse Officer to ensuring Completion of no discrepancies, errors, miss-calculation, formats and contents - Supervise Warehouse Officer to be well documented and systematically filing system of Warehouse - Conduct Spot Checking and Regular Checking to ensure transparency - Ensure Systematic FIFO, FEFO and LIFO techniques are in place in Warehouse - Regular Checking to ensure Hygiene, Healthy, Safety and Security Standards are set up in Warehouse with the collaboration of Senior Safety, Security and Access Officer

Contract Management:

- Develop contracts tracker for all communications services, premises rental and vehicle rental for IRC Lashio Office and Other IRC program implementation areas - Remind to Line Manager or respected Program Senior Staff when the contract duration will be due in following month with the support of Supply Chain Officers and Warehouse Officer - Always maintain the contractor information is up to date and rely to proceed the future necessary process - Maintain good communications and relations with Potential and Current Contract Suppliers - Regularly evaluate the supplier performance with the Guidance of Line Manager to ensure stewardship of IRC and Donor’s Resources

Financial Management:

- Collect, Forecast and Complete Monthly Cash Projection Request with support of Supply Chain Officers and Warehouse Officer - Submit Monthly Cash Project to Finance Team before Deadline - Ensure all the Procurement and Supply Chain Related payment are settled before Grant End Date or Procurement Lead Time - Cooperate with Finance Team and Yangon finance team to settle the payment related with Procurement and Other expenses related to Supply Chain Department

Supervision and Training Management:

- Designate assignments for Supply Chain Officers and Warehouse Officer - Monthly Monitor and Evaluate the performance of subordinates in line with KPIs - Train subordinates to be more technically fit in the current position and broaden their horizons - Conduct regular sharing sessions for Supply Chain Updates and Refresher sessions on Supply Chain Policies and Procedures of IRC - Analyze the team technical and professional requirements and propose relevant trainings to Line Manager

Reporting & Documentation:

- Prepare Assets and Inventory Reports for Every Grant with the supports of Supply Chain Officer and Warehouse Officer - Collect, Analyze and Complete Reports, Monthly, Quarterly, Occasional and Annual Reports - Submit Report to Line Manager or other Senior Management Staffs Timely and Periodically - Responsible to maintain comprehensive document filling system for Supply Chain Department - Ensure all the supply chain related documents and reporting are in trackable and traceable in Cloud and Archives - Acts as the role of note taker for monthly coordination meetings, regular team meetings and disseminate meeting minutes internally to enhance transparency and integrity

Other Assignment:

- Responsible to perform other tasks assignments by Line Manager based on the business requirements of IRC - Acts as the substitute for supervisee or line manager when he/she is on leave or business travels

Qualifications

- University Graduate or Similar Degree - Diploma or Certified in Supply Chain and Logistics Management or Local Languages (Shan, Ta’ang, Kachin) - Supply Chain experience for at least 3 years (preferably at International Organization) - Local Context familiarity (Northern Shan and Southern Kachin Areas) - Must be able to work independently while being a strong team player with proven management and leadership skills. - Microsoft Office; Excel and Strong Computer Skill - Fluent in English 4 skills and excellent report writing skills. - Honesty, Integrity, Transparency, Ethical behavior, Politeness, Respect, Diversity

Myanmar nationals with relevant skills sets and proven experience of working at international level are strongly encouraged.