Supply Chain Coordinator

Job Description

Supply Chain Coordinator is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and support function as 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, delivery of an effective supply chain function within the Sudan program in compliance with IRC, donor regulations and in line with program objectives. He/she is also responsible for continuous improvement of performance quality throughout the SC team and ensuring stakeholders’ satisfaction by exercising service-oriented practices.

Key responsibilities

1. Supply Chain Planning

• The Supply Chain Coordinator is responsible for supply chain activities planning, developing supply chain plans to support program implementation and close coordination 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 teams develop distribution plan for supplies and assets to eliminate inventory remaining in the warehouses after grants closure.

• Coordinate with supply chain field staff ensuring that there is 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 supply chain department is well staffed and roles and responsibilities of each have clear job description.

2. Procurement Management

• The Supply Chain Coordinator owns, manages, and drives IRC in country procurement strategies, policies, and procedures. He/she ensures all country program procurement needs are met on time in accordance with IRC Global Supply Chain (GSC) standards.

• Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.

• Ensure review and execution of procurement contracts in timely fashion.

• Ensure Implementation of GSC SOPs in all Sudan program offices.

• Ensure supply chain monthly and quarterly reports are accurate and submitted on time.

• Organize procurement trainings sessions for procurement / 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 Survey and analysis quarterly and share with program team and field Coordinators/ Managers.

• Identify fraud and corruption red flags and address in timely manner.

• Establish 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.

3. Inventory Management

• The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and ensuring excellent records keeping, implementation of inventory standard operating procedures and control as provided by GSC.

• Ensure implementation of IRC inventory policies in all IRC Sudan offices.

• Produce grants ending and year ending inventory report in timely manner.

• Visit field offices at least once per year and check warehouses/stores records and safety as per IRC standard Supply Chain Assessment Tool (SCAT).

• Conduct spot checks and surprise inventory counts as per IRC SOPs.

4. Assets Management

• The Supply Chain Coordinator is responsible for the procurement, maintenance, safe keeping and records of all IRC country program assets and equipment. He/she 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 Implementation of IRC Asset policies in all IRC Sudan offices.

• Ensure assets are maintained timely and are safe to use, all maintenance documented.

• Ensure assets are tracked properly, tagged at the delivery and asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.

• Plan for asset replacement as their service life coming to an end ensuring sufficient funds are budgeted for replacement.

• Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.

• Ensure spot-checks are done systematically, documented, and reported for all IRC assets, inventory, and equipment at least once a year.

5. 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 in adherence to IRC vehicles policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy.

• Ensure all IRC vehicles are in good condition and well maintained.

• Ensure all IRC-owned vehicles are reported and insured by IRC.

• Ensure local fleet management policy is in place, implemented and followed by all in all IRC Sudan offices.

• Review regularly fuel consumption and vehicle utilization management. Based on analysis, plan for increase/decrease of number of vehicles if necessary.

• Review vehicle monthly reports and provide necessary support to the supply chain staff.

6. Compliance and Ethics

The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans and ensuring all supply chain activities are conducted in ethical manners.

7. Learning and Development

The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.

Qualifications and 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 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 can 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 in Arabic is a plus.

• Ability to travel to remote field offices.

• Resilient, organized, hard-working, with positive attitude.

Working environment:

Housing

Lodging in a shared IRC guesthouse.

All IRC sites have electricity and internet all day through.

Food is the individual’s responsibility.

Security level – Yellow (Political instability and Civil unrest)

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, Equality and Accountability and Service. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Diversity Equality, and Inclusion (DEI), Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Narrowing the Gender Gap: The International Rescue Committee 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 a flexible hour (when possible), maternity leave, transportation support, and gender-sensitive security protocols.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable laws

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Qualifications