Senior Supply Chain Officer (National Position)

Job Description

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces

Job Overview/Summary:

The Senior Supply Chain Officer works to provide supply chain service and ensure IRC and donor compliance in the procurement of goods including warehouse, inventory vehicle and assets services for IRC.

A. Major Responsibilities: • Support the supply chain activities in the area of procurement, warehousing, fleet management and asset management in accordance with the IRC Standard Operating Procedure and the doners guidelines • Coordinate with program staffs and other departments including Bangkok and other field offices • Ensure the Supply Chain Record Management and the compliance • Raise with Supply Chain Manager and Supply Chain Coordinator for problem solving activities • Support partnership activities in Mae Sot

B. Procurement Planning • Coordinate with supply chain team and program staffs to ensure that the procurement plans for active grants are updated • Work with requesters to develop comprehensive purchase specification • Facilitate procurement plan meeting for active grants • Support implementation of IRC procurement Standard Operating Procedures • Support implementation of sourcing strategies and relationships with suppliers

C. Procurement Management • Support implementation of all IRC procurement Standard Operating Procedures • Review and process approved Purchase Request in accordance with the IRC and the donors’ guidelines • Conduct tender process to support the strategic procurement. • Support the preparation of Procurement contracts, including Master Agreements (MPA, MSA) for purchases, and the documentation process in accordance with the IRC guidelines • Demonstrate value for money in procurement • Review procurement documents for accuracy before taking payment for approval • Ensure on time and completion of delivery and all the required documents for payment including accruals • Maintain relationships with suppliers, and program staffs including partners (if applicable) • Support Supplier performance reviews and feedback process and maintain up to date and accurate supplier performance scorecards • Maintain suppliers file and documentation in Supply Chain Box

D. Compliance • Conduct procurement due diligence, including ATC check, supplier site visits, supplier background checks and implement any other fraud prevention methods • Provide complete documents and ensure the QA and Legal Reviewing process in accordance with the Procurement Threshold. • Provide constructive support to other functions to ensure effective, compliance with policies & procedures. • Identifying and reporting procurement red flags

E. Inventory, warehousing, and asset management • Coordinate with warehouse staffs in Mae Sot and related parties including suppliers and partners when appropriate to ensure the availability of space at the destination place and transportation arrangement with documentation before ordering or dispatching • Ensure that all assets are controlled and managed properly in accordance with IRC assets management policies and procedures including the donor-specific polices. • Maintain and administrate Asset Database Management and ensure that the data is up to date and accurate • Conduct Asset needs assessment and Asset Count exercise • Handle asset and property disposal, and auction management

Fleet Management • Support effective transportation arrangements for smooth warehouse operation and program efficiency. • Support fleet administration and claim management where it is needed.

Reporting • Support SCMR Report preparation on the supply chain activities in IRC Mae Sot Offices and submit to SC Manager on monthly basis. • Support inventory data consolidation for all the warehouses and raise with warehouse responsible to ensure that the inventory data is up to date and accurate • Support asset and inventory report preparation on the grant-end, year-end and in accordance with the donor requirements • Perform other duties as assigned by supervisor

Key Working Relationships

Report to: Supply Chain Manager Position directly supervises: Supply Chain Officer and Supply Chain Assistant Indirect Reporting: Supply Chain Coordinator, Bangkok External contacts: Vendor-Supplier, Agent, Landlord Internal: IRC staff

Qualifications

Job Requirements:

Education: Bachelor’s degree in logistics, business administration or relevant professional certification in supply chain management and/or humanitarian logistics strongly preferred.

Work Experience: At least 3 years’ experience in supply chain management in humanitarian organization, international organization or iNGO would be preferable. Experienced in crisis and respond project in Asia would be a plus

Demonstrated Skills and Competencies: • Have a high degree of flexibility and ability to deal with constraints • Ability to work independently, with high commitment to the assignment and deadlines • Good collaborator with effective interpersonal skills • Good communication skills • Good analytical and negotiation skills • Good organizational and leadership skills • Team player, fast learner with strong organizational skills • Having self-confidence and readiness to be a team player • Proficient in Microsoft excel, MS TEAMS and other on-line meeting tools

Language Skills: Proficiency in English and Thai

Working Environment:

The position is a national post and will be based in Mae Sot, regularly required to travel to Umphang including Bangkok and Thailand-Myanmar border areas when required.

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, Accountability and Equality. 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. Equal Opportunity Employer:

IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.