Supply Chain Coordinator

Job Description

Background:

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery, and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Position 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 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 for the IRC Ethiopia Country Program.

Major 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 program team develop distribution plan for supplies and assets of closed grants in the warehouses. - Coordinate with supply chain field staff ensuring that there are sufficient spaces 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 that the roles and responsibilities of each have clear job descriptions.

Procurement Management

- The Supply Chain Coordinator owns, leads, 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 to IRC and donor policies in procuring program supplies and assets. - Ensure review and execution of procurement contracts in a timely fashion. - Ensure Implementation of GSC SOPs in all IRC Ethiopia program offices. - Make sure supply chain monthly and quarterly reports submitted on time to Deputy Director Supply chain. - Organize procurement training sessions for procurement staff and tender committees in the field offices and non-supply chain staff if deemed necessary. - Review procurement documents before payments. - Ensure all Suppliers/service providers' Information, history, and performance are filed and kept confidentially in all offices. - Ensure supply chain officers conduct Market Surveys and analyses quarterly and shared them with the program team and field Coordinators/ Managers. - 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 to coordinate and work with closely Supply chain warehouse and Asset Manager for handling and controlling all inventory and warehouses operation in the country program and ensuring that there are excellent records' keeping, Impalement inventory standard operating procedures and control as provided by GSC. - Ensure Implementing IRC inventory policies in all IRC Ethiopia offices. - Produce grans ending and year-ending inventory reports in a timely manner. - Visit field offices at least once per year and check warehouses/stores safety is IRC standard through the supply chain assessment tool.

Assets Management

- The role is responsible for the procurement, maintenance, safekeeping, and record or all country program assets and equipment. This person 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 Ethiopia offices. - Asset maintenance and tracking - Disposal process - Ensure cycle counts/ spot-checks are done systematically, detailed, and reported for all IRC assets, inventory, and equipment at once in the year.

Vehicles and Transport Management

- The Role is responsible to coordinate and work with closely senior Supply chain fleet Manager for leading all aspects of 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, vehicle movement, maintenance, and reporting accuracy. - Ensure all IRC vehicles (if any) or vehicles of utilized service providers are in good condition and well maintained. - Supervise and ensure Insurance of IRC vehicles is current. - Ensure local fleet management policy is implemented and followed by all in all IRC offices. - Review regularly fuels consumption management. - Review vehicle monthly reports and provide the necessary support to the supply chain team.

Compliance and Ethics

- The role 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 activities are conducted in ethical manners.

Learning and Development:

- Responsible and accountable for overseeing all supply chain learning and development initiatives in country and assessing training needs, develop training plans for supply chain staff. - Hire, supervise, and build the capacity of team members in relevant technical and management competencies. - Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews. - Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. - Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis. - Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.

Supply Chain Coordinator Competencies Matrix:

The proficiency 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 coordinator is accountable for the competency’s matrix implementation and accountable for its tasks and requirements.

Key Working Relationships:

Position Reports to Deputy Director for supply chain

The position directly supervises Supply chain procurement staff.

Other Internal and external contacts:

Internal: Regular relationships with Senior Supply chain fleet Manger, Supply chain warehouse and Asset Manager, HQ, regional and country staff at all levels, Director of Operations, and 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

- 6-7 years related experience with postgraduate or with first degree, respectively in Business management/Management, Accounting, Purchasing and Supplies management or related fields of study. - Experience working within an ERP environment. - Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines. - Demonstrated success as a Supply Chain leader across all subject areas 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 doer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units. - Strong leadership qualities and willingness to exercise initiative. Ability to set an example of leadership for staff in adhering to IRC management policies. - Able to work optimally in a highly matrixed structure. - Strong financial management and budgeting skills - Excellent training and mentor ability - Proficiency in English and Local language is required. - Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience. - Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity. - Curiosity, a desire to continually learn and develop and a sense of humor is a must. - Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.