Supply Chain Coordinator (National Position)

Job Description

Background/IRC Summary: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Mae Hong Son, Tak, Kanchanaburi and Ratchaburi provinces

Job Overview/Summary: Under the direct supervision of the Deputy Director of Operations, the Supply Chain Coordinator is the Supply Chain Lead responsible for the efficient coordination and management of all procurement, warehousing and property inventory, equipment. Oversight the asset, and fleet reports in the collaborations across all field sites ensuring the appropriate safeguarding of all IRC assets and provide the support and training to relevant IRC Thailand staff. This position will require regular travel to provide technical back stopping support to the field-based supply staff and provision on oversight to ensure compliance to IRC, donors policy and procedure.

Major Responsibilities:

Procurement Management - Responsible for setting up and management long term agreements (Master Purchase Agreements). Update list on a regular basis and circulate to relevant staff. - Oversee the Due Diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) for Suppliers and Contracted Suppliers record management. - Ensure the ATC clearances with Compliance Unit and Authorized and Contracted Suppliers list, and distribute to concerned people. - Manage MPA Suppliers to ensure in terms of quality, delivery time, and value for money, etc. - Conduct market surveys in key procurement categories to ensure that IRC is receiving best value for money. - Focal point for all international procurement conducted through IRC headquarters and regional offices. - Oversee prepare the Requests for Proposal and manage contract/tender processes. - Conduct and support tender Process for Thailand Program including tender evaluation, negotiation with winning bidders, drafting contracts and oversight of contracts and release and distribute Procurement Threshold twice a year in March and September to all IRC staff. - Oversee procurement function to coordinate with cross border assistance, logistics services providers for distribution and transportation of goods and services by working closely with program coordinators and Admin and Logistics Manager - Effectively manage suppliers and vendors contract, quality & delivery, selection system, performance rating), auditing, etc. - Consolidate all Procurement Planning from each site and share to Deputy Director of Operations for review and onward submission to IRC Global Supply Chain Unit. - Analyze PR tracking reports from all sites, noting any significant delays in procurement.Provide analysis and recommendations for improvement to SMT and sector leads. - Provide monthly procurement projections to the finance department based on procurements ready for payment in the following 30 days. - Ensure procurement commitment reports to finance department on a monthly basis. - Ensure Procurement documentation and record management is continually updated on a weekly basis per SOPs and donor requirements. Warehouse & Inventory Management - Ensure the Warehouse Inventory management module in coordination with Warehouse officers in all sites. - Analyze drug template with extensive support to Health Coordinator as act as focal point person to Global Pharmacy advisor - Ensure warehouses inventories are recorded accurately on a regular basis. - Work with field-based Supply Chain staff to ensure regular Spot Checks, Monthly 30% Cycle Counting, Warehouse Inspections are conducted for all warehouse sites, both inside and outside refugee camps. - Lead fiscal year end and grant end inventory counts in all sites and assist field sites with these counts where necessary. - Advise field Warehouse teams with technical support in respect to appropriate processes for ordering, receiving, distributing, stocking and updating of all warehouse inventories. - Ensure adequate drug storage and cold chain management for health supplies per Pharma S.O.Ps. - Provide drug and non-drug inventory information for the monthly Global Supply Chain report.

Fleet Management - Oversee the Fleet management by working closely with Supply Chain Manager, Bangkok

Training and Outreach - Identify training needs within the Supply Chain areas i.e. Inventory, Asset and in each field site. - Lead refresher training programs for field Supply Chain staff in the areas of Inventory, Asset and Warehouse Management - Conduct Warehouse management in all sites for Warehouse, Asset & Vehicle modules. - Lead the Integra Implementation system – Supply Chain modules and provide training to each field office

Compliance - Ensure that supply chain reports comply with policies is documented through systematic and random verifications of policy implementation and logistics records. - Provide consistent and constructive support to other departments to ensure compliance with policies and procedures. - Ensure there are no negative audit observations/findings related to Logistics. If required, corrective actions plans are developed & implemented to address audit findings. - Ensure that all IRC Thailand practices are compliant with global IRC and donor policies. - Identify and report on any procurement red flags. Provide training to Procurement Tender Committee on red flags. Key Working Relationships:

Position Reports to: Deputy Director, Operations Supervisory for: Supply Chain Manager Bangkok, Sr. Procurement Officer, Supply Chain Officer, , including management in partnership to Supply Chain team each field office.

Qualifications

Job Requirements:

- Degree in logistics management, business administration, or related field. - At least eight (8) years experience in logistics and supply chain management, familiarity with an international NGO context and in field locations preferably - Able to coach and advise team members remotely - Demonstrated ability to analyze the procurement plan and experience in the area of Supply Chain technical skill training. - Experience working with rules and regulations of major international donors. - Experience working in complex and rapidly changing operating environments. - Systems-focused, results-driven, positive attitude, strong interpersonal skills, and a focus on team works. - Good MS Office skills i.e. Excel and Word and database skills. - English proficiency professional and Thai with professional level

Working Environment: The position will be based in the IRC office in Bangkok, regularly required to travel to field offices.

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, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Equal Opportunity Employer IRC considers all applicants on the basis of 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 law.