Supply Chain Coordinator

Work Arrangement: In-person

Job Description

**JOB DESCRIPTION

BACKGROUND: The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict reconstruction support to victims of natural disaster, oppression and violent conflict in 42 countries. The IRC is committed to bold leadership, innovation and creative partnerships. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

The IRC began working in Sierra Leone in 1999, implementing emergency interventions at the height of the civil war and subsequently provided critical support during the Ebola outbreak between 2014 and 2016, which had a direct impact on more than 14,000 people. Since then, the IRC has become a key development partner in Sierra Leone, working in coordination with the government and delivering essential interventions that support the recovery and development of the lives of our clients. Between 2022-2023, the IRC implemented programs in three key sectors: health, education, and protection and empowerment. Sierra Leone continues to feel the effects of a strained healthcare system, economic instability, and social challenges, exacerbated by the climate crisis and the geopolitical and economic instabilities on a global level. The IRC currently prioritizes programming aimed at increasing access to quality healthcare services and improving the education, livelihoods, and well-being of children, women, and youth.

Job Overview/Summary: Under the supervision of the Country Director and matrix management with the Regional Supply Chain Director, the Supply Chain Coordinator (SCC) is a member of the Senior Management Team (SMT). She/he is responsible for leading and managing the supply chain and IT teams in the Country Program ensuring they are fit-for-purpose and respond to the needs of IRC’s programs, and serve as the focal point for Safety and Security in country. The SCC will be expected to: Guide the supply chain and IT team in their daily work, ensuring respect of IRC procedures, compliance with domestic law and with donors’ provisions; Directly manage the procurement team in capital office and matrix manage supply chain team in field offices, supervise fleet officer and directly manage Senior IT Manager; Ensure that documentation of all transactions is adequately kept, compliant and accessible, supervise assets management, facilitate audits when required and contribute to project proposal development as necessary. Act as focal point for Safety and Security: provide security briefings, ensure respect of security provision across the country office, update security documents and provide security analysis when necessary.

The position has close working relations with the Deputy Directors of Programs, Senior Finance Coordinator, Field Coordinator, Senior HR Manager, Program Coordinators, Partnership Coordinator and Grant’s Coordinator as well as other program and field-based staff. The position is based in Freetown with extensive travel to the field.

RESPONSIBILITIES:

Supply Chain Planning and Procurement Management 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 implement those prior to the grant closing.. Coordinate with supply chain field staff ensuring that there is sufficient space in the warehouses before sending program supplies to the field sites. 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 and ensure transparency, compliance and cost-effectiveness in all tender negotiations; 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. 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.

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. Utilize Power BI to verify, analyze and support make data driven decision across the country program in relation to SC.

Inventory Management and Assets Management 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. Ensure the Implementation of IRC Asset policies in all IRC Sierra Leone offices. Supervise asset maintenance and tracking Coordinate 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 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. Ensure the full functioning of fleet digital solution (AMS) to monitor, analyze and report on every aspect of the fleet management including drivers’ behavior.

Compliance and Ethics identify and report all possible “red flags” or anomalies identified in procurement procedures, supply chain transaction or any other potential concern regarding the departments of responsibility and-or others; Develop country-specific policies when necessary; ensure that teams are aware of all compliance matters and that the channels available for raising concerns are known, accessible and used as necessary.

Reporting Review monthly SC reports and upload GSC dashboard. Implementation of Operations Scorecard and SAP Product monthly Supply Chain analytical report

Information Communications Technology ensure that all digital data and information needs of operations and program teams are catered for ensure provisioning of hardware, software and IT training as necessary, along with maintenance and updates required; ensuring robust internet connectivity and communication channels both between field teams and offices and between offices; ensure back-up systems and business continuity measures are in place.

Security ensure that all security provisions included in the Safety and Security manuals are applied, socialized, reinforced and effective; provide periodic revision of the Security Risk Assessment for capital and field locations; Oversee ongoing contextual and risk analysis ensuring all necessary teams have access to relevant security information; In collaboration with the Regional Security and Safety Adviser, ensure that all documents required for security management (i.e. Security Management Plans, SOPs, etc.) are available, updated and socialized.

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. Collaboration with department heads on SC issues (procurement plans, disposal plans, etc) Setting team goals Develop training plans and implementations.

Key working relationships: Reports to; Country Director Directly Supervises Supply Chain Manager, and IT Manager MIP – will respond through a “management in partnership approach” to the Regional Supply Chain Director, Regional IT Director and Regional Security Advisor for West Africa Other Key Stakeholders: DDP, Senior Finance Coordinator, Field Coordinators, Program Coordinators,Grant’s Coordinator and Partnership Coordinator.**

Qualifications

**REQUIREMENTS: University 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 Excellent training and coaching ability Fluency in English required, spoken proficiency. Ability to travel to field offices.

IRC is an organization committed to complying with employment non-discrimination legislation. IRC considers all applicants on merit regardless of race, sex, origin, religion, sexual orientation, age, marital status, veteran status or disability.

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 Client Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Disclaimer: IRC does not ask applicants for money or credit card details. Beware of online scams and frauds. IRC is not responsible for any scams or fraudulent activities perpetrated by using our logo or name illegitimately.**