Supply Chain Coordinator

Job Description

WORKING ENVIRONMENT: ……………………………………………………………………………………………………………………….. 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.

ABOUT THE IRC 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 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity, and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

JOB OVERVIEW Supply Chain Coordinator is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and support functions necessary to implement programs effectively, inclusive of Enterprise Resource Planning (ERP) Integra, procurement, logistics, inventory management, property, and asset management as well as vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution, and monitoring of supply chain activities at the country level.

KEY RESPONSIBILITIES

Supply Chain Planning The Supply Chain Coordinator is responsible for supply chain activities planning and developing supply chain plans to support program implementation and coordinating closely with internal and external stakeholders. Supply chain planning includes procurement plans, warehousing plans, transport plans, staffing plans, distribution plans, and training plans. Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers. Ensure that the program team develops a distribution plan for supplies and assets of closed grants in the warehouses. Coordinate with supply chain field staff ensuring that there is sufficient space in the warehouses before sending program supplies to the field sites. Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets. Ensure that the supply chain department is well-staffed and roles and responsibilities of each have clear job descriptions. Enterprise Resource Planning (ERP) Integra management The Supply Chain Coordinator will be the Integra focal point and is responsible for implementing and ensuring Integra is fully operationalized across the following units: procurement and Inventory and ensuring straight compliance is in place for reporting. Serve as Superuser and collaborate with programs and all departments to cascade relevant training to end users and other users of the ERP software system.

Procurement Management The Supply Chain Coordinator owns, manages, and drives IRC in-country procurement strategies, policies, and procedures, the Supply Chain Coordinator ensures all country program procurement needs are met on time in accordance with GSC standards.

Ensure compliance with IRC policies and donor policies in the procurement of program supplies and assets. Maintain contract database and ensure execution of procurement contracts and renewal is done in a timely fashion Implementation of GSC SOPs in all supply chain processes. Lead in all tenders processes at field levels, review RFP prepared by field SC staff, and Share with RSCD for approval and advertising. Form a tender committee and seek CD’s approval to open tender bids in the field, support with data entry and compile the documents as per the tender checklist. Upload tender documents as per the tender checklist and upload them to the box for review by the GSC Quality Assurance team. Conduct procurement training sessions for procurement/tender committees in the field offices and non-supply chain staff if deemed necessary. In coordination with finance and supply chain staff, ensure timely payment of vendors that are fully supported with required auditable documents. Identifying fraud, corruption, and red flags, and address on a timely manner. Lead tenders and ensure reasonable and appropriate lead time for all procurement of program supplies and delivery of goods to the program sites. Support Field Offices Supply Chain staff to ensure effectiveness, countrywide uniformity of supply chain processes, and implementation of the IRC’s standard operating policies and procedures. Compile supply chain monthly, and quarterly reports and submit them to GSC for review and submitted on time to the appropriate recipients.

Contracts Management Review procurement contracts and seek approval from CD / legal team. Monitor country contracts file is kept updated (CMS) Organize procurement training sessions for procurement/tender committees in the field offices and non-supply chain staff if deemed necessary. Participate and lead in tender opening for all procurements valued and above $20,000, and work with the GSC Quality Assurance team to address any gaps and concerns identified in the process. Review procurement documents before payments in Freetown and field procurements above $20,000 Ensure all Suppliers/service providers’ Information, history, and performance are filed and kept confidentially in all offices. Identifying fraud and corruption red flags and address on a timely manner. Establish a reasonable and appropriate lead time for all procurement of program supplies and delivery of goods to the program sites. Work with Field Offices Supply Chain staff and Field Coordinator / Managers to ensure effectiveness, countrywide uniformity of supply chain structure, and implementation of the IRC’s standard operating policies and procedures. Inventory Management The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and ensuring that there is excellent record keeping, implementing inventory standard operating procedures and control as provided by GSC. Ensure Implementing IRC inventory SOP in all IRC Sierra Leone offices. Produce grants ending and year-ending inventory reports in a timely manner. Visit field offices at least quarterly per year and check warehouses/stores’ safety is IRC standard through the supply chain assessment tool.

Assets Management The Supply Chain Coordinator is responsible for the procurement, maintenance, safekeeping, and record of all IRC country program assets and equipment. The Supply Chain Coordinator is responsible for all aspects of the administrative, financial, capital, and operations of asset management in accordance with IRC and donors’ rules and regulations. Ensure the Implementation of IRC Asset policies in all IRC Sierra Leone offices. Asset maintenance and tracking Disposal process Ensure spot-checks are done systematically, documented, and reported for all IRC assets, inventory, and equipment at least once in the year. Review and submit year-end reports. Review of disposal plans and certificates.

Vehicles Management The Supply Chain Coordinator is responsible for overseeing and coordinating all IRC country fleet and transportation activities, ensuring that all IRC fleet operations are conducted with adherence to IRC vehicles policies and procedures including vehicle procurement, movement, maintenance, and reporting accuracy. Ensure all IRC vehicles are in good condition and well maintained Ensures that IRC vehicles have appropriate insurance coverage par IRC policies and local law. Ensure local fleet management policy is implemented and followed by all in all IRC Sierra Leone offices. Review regularly fuel consumption management. Review vehicle monthly reports and provide the necessary support to the supply chain staff.

Compliance and Ethics The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in the supply chain process, implementing strong procurement controls, identifying procurement red flags, impalement internal and external audit corrective action plans, and ensuring all supply chain activities are conducted in an ethical manner. Develop country-specific policies Attend Project cycle meetings/grant management meetings (Opening, review & closing meetings. Review of SC reports for the donor (assets, disposal) Review, follow up, and reporting of corrective action plans. Identify training gaps and execute the training plan.

Reporting Review monthly SC reports and upload GSC dashboard.

Learning and Development: The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in the country and assessing training needs and developing training plans for supply chain staff. Compile and document training needs, staff development and develop training plans and implementations.

Team leadership and staff management Ensure the Supply chain is adequately staffed Communicating SC and GSC priorities (Operations scorecard, GSC initiatives) Cascade of information and policies to country teams. Coordination with HQ, finance, and SMT Collaboration with department heads on SC issues (procurement plans, disposal plans, etc) Setting team goals Review of SC JD, recruitment interview questions Compile and document training needs, and staff development. Develop training plans and implementations.

Operations Scorecard Implementation of Operations Scorecard and SAP Supply Chain Coordinator Competencies matrix: The Supply Chain Coordinator competency matrix is the main supportive document of this job description that details all required skills, tasks, and accountability levels. The Supply Chain Coordinator must ensure that all tasks are performed to standards. The Supply Chain Coordinator is accountable for the competencies matrix implementation and accountable for its tasks and requirements.

Key Working Relationships: Position Reports to: Senior Operations Coordinator and Regional Supply Chain Director (MiP) Position directly supervises: Supply Chain Manager, Sr. Procurement Officer, and Sr. Asset Officer. And also manage Supply Chain lead via Management in Partnership (MiP) with Field Operations Leads Other Internal and/or external contacts: Internal: Regular relationships with HQ, regional and country Supply Chain staff at all levels, Deputy Director of Operations, Country Directors, and Interacts with IRC Program departments External: May serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups, and foundations.

Qualifications

Requirements: Advanced Degree, minimum 5 years of progressive Supply Chain professional experience or equivalent education and experience. Demonstrated success as a Supply Chain leader across all disciplines within the supply chain including planning, procurement, and logistics Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property, and asset management Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units Able to work effectively in a highly matrixed structure Strong financial management and budgeting skills Excellent training and coaching ability Fluency in English required, spoken proficiency. Ability to travel to field offices.