Supply Chain Assistant - Brak Al-Shati
Background/IRC Summary: 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 people forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity and hope to millions who are uprooted and struggling to endure.
Job Overview/Summary: Working under the supervision of the Supply Chain and security officer in Barak el shatah the Supply Chain Assistant is responsible for supporting the delivery of efficient and effective administrative and supply support to IRC office in Barak el shatah. Major Responsibilities:
Fleet &Transportation: Work to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies. Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues. Manage the contracts of the IRC hired vehicles. Support in managing the vehicle pool (if applicable). Develop weekly movement plans and vehicle schedules. Inspect and record condition of vehicles, by maintaining daily checklists file and ensuring that Vehicle’s logbooks are accurately filled. Collate data and contribute to preparation of accurate and timely reporting on IRC contracted vehicles. Work with the Supply Chain and security Officer to ensure that vehicles are prepared for routine and emergency security requirements. Ensure that Backup generator are maintained on time and procure fuel when required.
Procurement: Ensure that procurement is carried out in accordance with IRC and donor-specific policies and procedures. Procure all necessary goods/services for fleet, residences, offices (and programs if required). Ensure that all materials purchased are of appropriate quality and price and are timely delivered. Generate all required procurement documentation and maintain records and files in an impeccable manner. Ensure effective coordination between Program, SC, finance, and vendors for procurements related to programs and financial matters. Assist program staff with raising purchase requests (PRs) and provide price estimations of goods requested when possible. Assist in regular market surveys. Coordinate transportation of procured items to other IRC locations. Be an integral part of the procurement team and support all members under the supervision of direct manager. Update relevant staff about the status of his/her request and delivery and maintain regular contact with supervisor on matters of procurement. Consistently update the BVA System and the Purchase Request Tracking Sheet (PRTS). In charge of the office Petty Cash and the procurements under petty cash threshold. Review and Place Purchase Orders Completing and handling procurement paperwork and documents when required Research potential vendors Due Diligence Liaise with Building management and Security teams when required Keeping Kitchen and break area tidy Replenishing catering suppliers Maintenance Reception Guide and Visitor information
Other responsibilities Management and maintenance of facilities, primary responsibility for maintenance and repairs include (timely repairs, supervision of maintenance workers, equipping of facilities, monitoring of cleaning services, maintenance of keys, locks, master keys, reporting on administrative issues, supplies/equipment for office and residences, tracking of properties & lease agreements, facilities/property management, Processing and reconciliation of admin-related payments. Any other tasks as requested by the direct line manager.
Key Working Relationships: Position Reports to: Supply Chain and Security officer Other Internal and/or external contacts: Internal: Supply Chain, Finance, HR, Safety and Programs teams External: Service providers, Suppliers and Landlords.
Job Requirements: Interest in humanitarian and refugee issues University or Bachelor degree. At least 2-year experience in similar position, preferably with an INGO, or multi-sector humanitarian relief or development projects. Knowledge of generic Admin and logistics practices. Languages:Fluency in Arabic and English required. INGO experience preferred
Personal Characteristics: Self-motivated, honest, highly responsible, and punctual. Strong sense of personal integrity. Attention to detail. Ability to multi-task. Team spirit and problem-solving abilities. Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions. Positive attitude. Good communication skills Committed team player. Excellent time management skills and resourcefulness
Working Environment: The position will be based in Barak el Shatah with travel to Field Sites when required. _________________________________________________________________________________________________
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.