Supply Chain Assistant

Work Arrangement:

Job Description

Under the direct supervision of the supply chain officer, the Supply Chain Assistant will be responsible for assisting the Supply Chain functions to ensure efficient procurement and delivery of supply chain functions.

KEY RESPONSIBILITIES

1. Supply Chain Planning

The Supply Chain Assistant is responsible for supporting the Supply Chain team in implementing and supporting Dhusamareb Activities.

· Supply chain planning includes procurement, warehousing, and asset management.

· Assisting in developing procurement plans for active grants in collaboration with program teams.

· Provide support in developing and implementing transport & distribution plan for program supplies and assets.

· Attend meetings to set priorities and provide update on implementation on weekly basis.

· Ensure procurement done are in procurement plans and focus to emergency interventions

2. Procurement Management

The Supply Chain Assistant is accountable for implementation of procurement activities in Dhusamareb office ensures all program procurement needs and plans are met on time in accordance with GSC and donors’ standards.

· Assist procurement through integra (distribution of RFQ, and Preparation of Purchase Orders and Organizing Delivery of goods)

· Prepare procurement process on integra system up the final stage of ward.

· Keep database of vendors, create new vendors and upload to the integra system as required.

· Ensure vendor contracts are updated with all supporting documents in the system.

· Maintain procurement document filing orderly and auditable.

· Compile procurement tracking sheet and share on weekly basis.

· File and document Supplier performance and carry out due diligence

3. Asset and Inventory Management

· ­ Ensure the Implementation of IRC Asset policies in Dhusamareb office.

· ­ Receive assets/property and record for tracking location and user.

· ­ File asset/property acquisition and use documentation in retrievable manner

· ­ Keep updated asset register

· ­ Manage and document the receipt, handling, storage, release and reporting of goods.

· ­ Ensure all incoming inventory are verified, delivery documents

· ­ Keep updated inventory database, records and share as requested

· ­ Ensure that Inventory to be released have approved release documents.

· ­ Carryout periodic inventory count as per the schedule

4. Fleet Management

· ­ Ensure local fleet management policy is implemented and followed.

· ­ Ensure all IRC rented vehicles are in good condition, fueled, well maintained and clean.

· ­ Ensure IRC rented vehicles drivers have valid driving license and other necessary documents.

5. Compliance and Ethics

The Supply Chain Assistant will be responsible for identifying and reporting compliance risk in supply chain processes, implementing procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans, and ensuring all supply chain activities are conducted ethically.

The Supply Chain Assistant is responsible for compiling Country office supply chain reports and forwarding them to the supply chain officer/manager.

6. Reporting

· Prepare and share weekly procurement activity tracking

· Prepare and share monthly vehicle use report

· Prepare and submit ad hoc reports as required

· Perform any other duties assigned by the supervisor

Qualifications

Bachelor’s degree in procurement and Logistics Management or Business Administration and any other relevant field. At least 2-year experience working as a Logistician and office administration for International NGOs. Good computer skills (Word, Excel) Skills in English and Somali- both speaking & writing Able to work under pressure to pursue multiple tasks simultaneously to successful conclusions. Positive attitude with good sense of humor; Committed team player.

*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.

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, physical or mental ability, 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*