Supply Chain & Administration Officer

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

The International Rescue Committee, hereinafter referred to as “the IRC”, is a non-profit, humanitarian agency that provides relief, rehabilitation, protection, resettlement services, and advocacy for refugees, displaced persons and victims of oppression and violent conflict. The IRC has been working in Uganda since 1998 in response to mass displacement and devastation wrought by the rebel group, the Lord’s Resistance Army (LRA). Since then, in partnership with various donors, the IRC in Uganda has expanded to meet the needs of the conflict-affected regions of Karamoja, Acholi, West Nile region, and in Southwestern Uganda as well as amongst urban refugees in Kampala.

Scope of Work: The Supply Chain and Administration Officer is an integral member of the management team and reports directly to the Field Coordinator and Management in Partnership (MIP) with the Supply Chain Coordinator. This position is responsible for the management and delivery of effective Supply Chain support in IRC Moroto program in compliance with IRC and donor regulations. Key responsibilities include procurement, transport, inventory, asset management and general office administration.

Duties and Responsibilities: •Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems. •Collaborate with Finance Officer to ensure that internal controls are met with minimum of bureaucracy. •Work with field office staff and Field Coordinator to ensure effectiveness and implementation of the IRC’s standard operating policies and procedures. •Implement job specific trainings to ensure that supply chain processes are well understood and adhered to. Compliance: •Ensure that all IRC supply chain policies, procedures, and standards are adhered to by all staff.

Training & Outreach: •Proactively develop the skills of IRC Field staff to understand and utilize Supply Chain tools and services to design and implement quality programming. •Identify Supply Chain needs and ensure the issues are raised in new budget development. •Ensure all Supply Chain staff are aware of and in compliance with IRC procurement, asset and stock management, transport, communications, etc., for them to clearly share this information. Staff Management: •Practice excellent human resource management, supporting the development, promotion, and retention of a motivated team of qualified and experienced staff. •Identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all Supply Chain staff and provide day to day supervision of department. •Provide feedback through regular performance evaluations. •Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement. •Develop long term plan for continued quality leadership by providing staff development and succession plans.

Procurement: •Establish Master Purchase Agreements/Master Service Agreement for frequently procured items •The implementation and / or maintenance of standard IRC procurement standard operating procedures (SOP). •Ensuring that procurement is carried out in accordance to IRC and donor-specific polices. •Attend all the procurement committee meetings. •Coordination with Finance, Admin, and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation. •Ensuring that a transparent and responsive procurement process is implemented and maintained. •Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies. •Ensuring that all Supplies, services, and equipment required are delivered in time. •Establishment and maintenance of ethical, professional working relationships with suppliers. •Maintain Vendor information for regularly purchased items and be informed of current local market conditions. •Support and provide the appropriate trainings for procurement and program staff as required. •Advise the Field Coordinator and Supply Chain Coordinator of procurement-specific issues or improvements.

Fleet Management and Coordination: •Manage and be accountable for the fleet within the field office, including ensuring that servicing and repairs schedules are adhered to and inventory management of all vehicle-related parts and consumables. •Ensure efficient, effective, and accurate fuel management of all vehicles, including engagements with fuel and lubricants service providers. Ensure that appropriate communications equipment is functioning in IRC vehicles to meet the operational and security requirements. •Ensure the correct and timely routine maintenance and repair of IRC vehicles and generators. •Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles logbooks are accurately filled •Ensure all vehicles are properly cleaned on daily basis. •Work with the Field Coordinator to ensure that vehicles are prepared for routine and emergency security requirements. •Manage hired vehicles/Drivers •Make sure there is valid hire vehicles Master Service Agreements •Evaluate, manage, and monitor drivers. •Manage the vehicle pool (if applicable). •Ensure that vehicles are fueled for day-to-day activities. Ensure that the fuel tank is not less than half of the fuel tank capacity.

Program Delivery: •Participate in the Partner's Capacity Analysis (CPA) of potential partners as appropriate and contribute to efforts to collaboratively analyze and manage material risks identified. •Work collaboratively and supportively with partners to ensure that project budgets reflect fair market value. •Participate in Project Opening, implementation, and Closing Meetings as relevant, including to review successes, challenges, and lessons learned with the partner, and capture effective supply chain practices for future partnerships. •Assist partners with procurement and logistics in accordance with the partnership agreement. •Participate in or guide finance and compliance review and reflection (monitoring), with a focus on the partner’s procurement and logistics processes.

Program Capacity Strengthening Support: •Provide partners with best practice guidance on procurement and logistics based on the local context, common donor standards, IRC global experience, and local partner experience and capacity. •Provide supply chain training and mentoring support to partners, in accordance with partner project support plans, with a focus on supporting the partner to strengthen supply chain systems and capacities that are responsive to the needs of the partner (rather than replicating IRC’s systems and policies).

Asset Management: •Advise the Field Coordinator of asset-specific issues or improvements. •Update as per IRC requirements, the Asset register, Asset inventory list in Integra and expendable store inventory list and produce monthly reports. •Monitor security of IRC’s assets and supplies. •Receive completed store’s request forms and prepare the assets for issuance. •Ensure assets are signed for received on the Equipment issue and receipt form. •On a monthly basis, work with the operations Coordinator to reconcile the asset register and Asset tracking sheet and equipment issuance forms. •Update the asset register and Integra Fixed asset records regularly. •Conduct routine asset inspection and submit report to the Supply Chain Coordinator in a timely manner. •Keep an accurate and up-to-date record of asset inward and outward movement in the Asset register.

Administration: •Coordinate the collection of staff timesheets, ensuring that they are provided on time and sent to head office systematically. •Implement the process of staff taking their leave in accordance with IRC regulations. •Provide staff information to the Country HR Lead in Kampala on a regular basis. •Communicate any staff welfare concerns to the Field Coordinator and/or Country HR Lead in a timely manner. •Coordinate the process of ensuring availability of adequate office supplies at all times. •Coordinate hotel/accommodation, flight booking etc. with Kampala and other field locations.

Expected Deliverables: •Provide on-time, standard Supply Chain monthly reports to the Supply Chain Coordinator and Field Coordinator. including fuel consumption report, maintenance report and any other reports requested by Supervisor. •Generate and / or maintain an IRC Vendor database. •Generate and / or maintain comprehensive price list for goods, services and equipment purchased by IRC. •Produce routine payment projections for Finance. •Establish MPAs for frequently procured items and make sure renewals starts three months before MPAs expire. •Ensure that procurement lead time is as er the County Program maximum number of days. •Produce routine purchase status reports and send to all Field staff. •Well maintained fleet and good filing system for all vehicles. •Maintain full and accurate inventory records for warehouses, assets, and furniture. •Undertake (documented) monthly and ad-hoc physical inventory checks and 20% cycle counts.

Qualifications

•Strong sense of personal integrity. •Attention to detail. •Strong supervisory skills. •Ability to multi-task. •Team spirit and problem-solving abilities. •Knowledge of generic Supply Chain procedures and practices (IRC or NGO experience advantageous). •Familiarity with major donor and local regulations / laws advantageous. •Three years’ work experience in Supply Chain (Procurement, Assets, Transport and Warehouse). •Competent in spoken and written English •Good mathematical skills. •Competent use of PC, especially spreadsheets. •Knowledge of generic warehouse management systems and forms •Bachelor’s degree in Procurement and Supply Chain Management •Competent in spoken and written English •Good mathematical skills. •Competent use of pc especially spreadsheets (format / sort / filter).

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.