Supply Chain Assistant( contingent of funding availability)

Job Description

Under the temporary supervision of the Senior Supply Chain Manager, the Supply Chain Assistant is responsible for all supply chain tasks in Baidoa office – Procurement, Warehouse, Assets management and Fleet. The supply chain assistant will work closely with the program staff and operation teams.

SPECIFIC RESPONSIBILITIES:

1. Procurement Management:

- Procurement of program and office supplies for IRC Baidoa office, purchase requests received, quotes, Purchase orders and deliveries to the sites and IRC office. - Payment Requests with all documents required to effect payments and submit timely to the finance department. - Maintain contract data base and ensures renewal is done in timely fashion - Maintain filing system for procurement for record and easy retrieval. - Identifying fraud and corruption red flags and address on timely manner.

2. Warehouse Management:

- Ensure the maintenance of warehouse – cleanliness, doors, locking, fittings and equipment. - 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 - Maintain required cold chain condition – refrigerators, freezers - Ensure that Inventory to be released have approved release documents. - Carryout periodic inventory count as per the schedule

3. Asset/Property Management:

- Ensure the Implementation of IRC Asset policies in Baidoa 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 - Any other necessary activity assigned by your supervisor

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. REPORTING:

- Share monthly inventory reports on monthly basis - Prepare and share weekly procurement tracking update - Prepare and share asset/property inventory on monthly basis - Prepare and share monthly vehicle usage reports - Prepare and share ad hoc reports as requested

6. Compliance and Ethics:

- The Supply Chain Assistant is responsible for identifying and reporting compliance risk in supply chain processes, implementing procurement controls, implementing internal corrective action plans and ensuring all supply chain activities are conducted ethically.

DESIRED QUALITIES:

These are the soft skills for the desired candidate:

- Good mathematical skills - Excellent organizational, communication, inter-personal, writing, and communication skills required - Good computer skills (Complete MS Office package and any database management and analysis)

Qualifications

- At least Diploma business administration and accounting - Minimum 2 years work in logistics and store management

Required Experience & Competencies:

- Experience in procurement and logistics management - Knowledge on stores management and inventory reporting. - Good organizational, communication, inter-personal, writing, and communication skills required and computer literacy - Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.

Standard of Professional 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.

Gender Equality & Equal Opportunity

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.