Supply Chain Coordinator

Logistics & Procurement

Job Description

IRC has been active in The Central African Republic (CAR) since 2006 and has been implementing emergency response programs since early 2013. three field offices in the north – Bocaranga, Kaga Bandoro, Ndele, and Zemio – and a central office in Bangui. Since 2007, it has built close relationships with local communities, community leaders, local authorities, and other local and international actors. Today, the IRC is one of the credible humanitarian actors working in the prefectures Ouham Pende, Nana Gribizi, and Haut Mbomou, implementing programs in Health, Women Protection and Empowerment (WPE) and Child and Youth Protection and Development (CYPD), and Early Recovery and Development (ERD). Proven its ability to efficiently implement health and protection programming, improving beneficiaries’ access to healthcare and providing survivors of violence with safe, confidential services to help them recover and reintegrate into their communities. In addition, the gained technical expertise, logistical abilities, and local knowledge and understanding have laid the foundation to expand and deepen these services to reach more people and respond to emergency need at a grander scale as additional funding is secured.

Job overview / Summary

IRC Supply Chain entails all the systems and support functions vital to implement programs effectively, broad of procurement, logistics, inventory management, property and asset management as well as the vehicle.

Supply Chain is key to the success of quality programs. He (She) is accountable for the design, planning, execution, and monitoring of all its activities at the country level.

S/he is a leader within the Operations team and will report directly to the DDO, while maintaining strong linkages with program and finance teams. S/he will supervise all SC and procurement staff in field offices.

Responsibilities

1. Supply Chain Planning

S/he is responsible for supply chain activities planning. The role holder coordinates closely with internal and external collaborators to develop supply plans to support program implementation. This includes procurement plans, warehousing plans, transport plans, staffing plans, distribution plans, and training plans.

• Prepare consolidated procurement plans (with regular updates) and develop country program sourcing strategy for all active and pipeline grants in collaboration with the Program team

• Ensure that the program team develop a distribution plan for supplies and assets grants in the warehouses in accordance with donor requirements

• Proactively engage in the Project Cycle Meetings, including Project design, project planning, Project opening, project review, project close-out, and project learning meetings to ensure that supply chain-related issues are well articulated to all collaborators and resolved for successful project delivery. Coordinate with supply chain field staff to guarantee that there are sufficient spaces in the warehouses before sending program supplies to the field sites.

• Actively participate in Budget vs Actual (BvA) meetings and work with teams to remedy any supply chain and procurement bottlenecks

• Input supply chain costs into budgets and spending plans

• Ensure staff training and capacity building plans are developed and incorporated into budgets (staff & partners)

• Ensure that the supply chain department has sufficient staff and roles and responsibilities of each have a clear job description.

• Lead supply chain scorecard matrix planning and implementation.

• Participate in internal & external audits in areas of supply chain support and justification required.

2. Procurement Management

• lead and drive IRC in-country procurement strategies, policies and procedures. The position holder ensures all country program procurement needs are met on time in accordance with Global Supply Chain standards.

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

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

• Lead market surveys and analyses by collecting, organizing, and analyzing market data and sharing results with the program team and field Coordinators and Managers on a regular basis.

• Ensure the bidding process by developing and implementing the office sourcing strategy, handling the Master Agreements and RFQ/RFP Processes, and completing a purchase request process

• Develop negotiation strategies for high spent categories

• Proactively engage with Programs, Suppliers, Partners, NGOs, logistics clusters, and other collaborators to ensure good coordination and adequate information sharing to address common concerns or risks affecting the market

• Organize procurement training sessions for procurement / tender committees in the field offices and non - supply chain staff if deemed necessary.

• Identifying fraud, corruption red flags and addressing them promptly.

• Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.

• Make sure supply chain monthly and quarterly reports are analyzed and communicated to collaborators including key actions to be taken and submitted on time to the leadership team.

• Review of SC Key performance indicators (KPIs) and set improvement plans.

• Ensure all vendors’ history and performance Information, is properly documented and procurement transaction files and supplier files maintained in accordance with applicable Standard Operating Procedures (SOPs) Work with Field Offices Supply Chain staff and Field Coordinator and 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 record-keeping, in accordance with inventory standard operating procedures and controls as provided by Global Supply Chain. The Supply Chain Coordinator will:

• Ensure appropriate warehouse site selection, and Implementation of warehouse safety/security requirements

• Ensure effective handling of inventory, including drug storage, cold chain, buffer stock, contributions in kind (CIK), and food commodities

• Set up stock reorder levels as per the IRC standard operating procedures and donor requirements

• Implement the IRC inventory & asset policies with regard to all project Items including cycle count, investigate discrepancies and develop an action plan to address them. Work with compliance & programs to ensure that policies are in line with donor requirements

• Produce grants ending and year ending inventory reports during each grant closing and end of the fiscal year in a timely manner. If needed, produce more regular reporting for review of inventory

• Coordinate inventory disposal procedures as per host government, IRC, and donor rules and regulations

4. Asset 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.

• Conduct Asset needs assessment

• Develop Assets maintenance plans as per IRC policies, including repairs tracking and insurance coverage process.

• Ensure spot-checks are done systematically on a quarterly basis, any discrepancies documented and reported; and action to address the root causes developed for all IRC assets, inventory, and equipment.

• Handle asset and property disposal, including auction management as per the IRC asset disposal process

• Ensure that grants inventory and asset report is accurate, regularly produced, reviewed, and approved before the Grant closing date.

5. Logistics and Fleet Management

The Supply Chain Coordinator is responsible for overseeing and coordinator all IRC country fleet transportation and Logistics activities to ensure that all IRC fleet operations are conducted with adherence to IRC Fleet management policies and procedures including vehicles procurement, vehicles movement, maintenance, and reporting accuracy. The Supply Chain Coordinator:

• Implements IRC global Fleet Management policies and procedures and/or develops country-specific fleet management policies and procedures needed to align with local regulations and ensure that they are implemented and followed in all IRC in-country offices.

• Ensure that fleet legal status (customs clearance, registration, licenses, insurance) are up to date;

• Conduct transport needs assessments

• Develop and supervise fleet movement plans, vehicle maintenance, driver assignment, vehicle safety, and fuel consumption in coordination with Field Coordinators

• Analyses fleet spent, including fuel consumption and maintenance costs, and produces reports on a periodic basis to facilitate strategic decisions and ensure fleet optimization

• Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process.

6. Staff Management and Development

The Supply Chain Coordinator is responsible and accountable for supervising all supply chain learning and development initiatives in-country by:

• Leading the recruitment of new staff through effective utilization of the IRC supply chain competency matrix.

• Ensuring that the supply chain department is well staffed and roles and responsibilities of each have a clear job description.

• Ensuring each team members' objectives are set following the organizational unit vision as well as operations context(s);

• Ensuring assessment of supply chain staff competency and training gaps and developing appropriate intervention programs

• Coordinating training and maintaining training records

Qualifications

• Bachelor’s Degree required

• Advanced professional certification in supply chain management and/or emergency response management is strongly preferred.

• At least 5 years of dynamic Supply Chain professional experience, with 3 years at a similar level of responsibility

• Experience working in a humanitarian context

• Experience with data analysis

• Demonstrated ability to develop and roll out supply chain policy and SOPs

• Clear training and mentoring ability

• Experience working with a diverse portfolio of donors and knowledge of specific donor guidelines.

• Have a high degree of flexibility and ability to work under sometimes acute hardship conditions against tight deadlines.

• Strong computer and communication equipment skills, including in Microsoft Office applications.

• Strong collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across countries, cultures, and organizational units

• Able to work optimally in a highly matrixed structure

• Strong financial management and budgeting skills

Language/Travel:

• English and French language are required; Local Languages spoken in CAR are a plus.

• Travel: 20% of time spent visiting project sites in country locations. International travel for regional conferences workshops on a need-to basis.

Standard of Professional Conduct: IRC and IRC employees are required to abide by the values and principles outlined in the IRC Way Code of Conduct which are Integrity, Equality Service, and Accountability. In accordance with these values, IRC operates and implements policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Diversity, Inclusion and Gender Equality: IRC acknowledges and honors the fundamental value and dignity of all individuals. We are an Equal Opportunity Employer and consider all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, gender identity, age, marital status, veteran status or disability. IRC is also 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.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Returning National Candidates: IRC strives to attract, motivate and retain qualified national staff in our programs. We strongly encourage national or returning national candidates to apply for this position. If you are a national of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the IRC has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply.

CVs to be submitted in English or French

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Qualifications

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Added 2 years ago - Updated 1 year ago - Source: rescue.org