Supply Chain Coordinator, Poland

Logistics & Procurement

Job Description

ABOUT THE IRC

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

JOB OVERVIEW

Supply Chain Coordinator is a key position to the success and delivery of quality programs. IRC defines Supply Chain (SC) as those systems and support functions 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 Poland program in compliance with IRC and 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. Serving as member of the Senior Management Team (SMT), the SCC is expected to contribute to strategic thinking and decision making of the organization in Poland.

KEY RESPONSIBILITIES

1. Supply Chain Planning

The Supply Chain Coordinator is responsible for 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 plans for supplies and assets in order 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 part of the PMEs and incorporated into the budgets.

- Ensure that supply chain department is well staffed and roles and responsibilities of each have clear job descriptions.

- Support the program team in setting up as per programmatic needs.

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 Poland program offices.

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

- Organize procurement training 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.

- Ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures.

- Work with finance and the DDO/TL to roll out an ERP system that best suits the Poland operations.

- Where necessary provide procurement support to the Ukraine mission

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 Poland 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 SCC 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 Poland 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 SCC 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 local fleet management policy is in place, implemented and followed by all in all IRC Poland offices.

- Rent vehicles on a request basis; ensure transport mechanisms are in place as per IRC Polands needs

- 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. Information Technology

- Manage the Information Technology (IT) Officer.

- Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program.

- Ensure that all staff moving into Poland have met the full IT compliance and ensure continuous monitoring of risks with Regional IT Director, HQ IT staff to effectively take mitigation measures.

- Support the IT staff to provide top-tier and effective IT services and support to the Country Office and across all field sites.

7. Compliance and Ethics

The SCC 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.

8. Learning and Development:

The SCC 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.

9. Programs Support, Strategy and Business Development

- Work with CD to identify opportunities for program expansion and support Field Office operations setup where applicable

- Support the Finance team in the development and updating of the country operating budget, in coordination with the CD

- Work with the CD on the Country Program Strategic Planning process.

- Provide added support to program coordinators as required.

- Provide input including operational risk analysis and recommendations to the Country Director and Finance Controller related to operations spending and effectiveness of in-country reporting and planning systems.

10. Coordination & Representation

- Serve as an active member of the country program’s Senior Management Team

- Ensure proactive communication within the Regional Unit, HQ Support Departments, NY and UK offices as appropriate.

- Support, where necessary, IRC partners assessment and improve/support their operational capacity

11. Working with Partners

- Ensure the SC unit is an active member of the Partnerships Working Group

- Participate in partner project capacity reviews (PPCRs) and any required partner due diligence related to supply chain functions in accordance with IRC’s PEERs process;

- Ensure delivery of supply chain specific training and capacity support for partners in accordance with approved partner capacity development plans.

- Procure and deliver on behalf of partners as per agreement

Supply Chain Coordinator Competencies matrix:

The Supply Chain Coordinator competency matrix is the main supportive document to this job description that details all required skills, tasks and the accountability levels. The Supply Chain Coordinator must ensure that all tasks are preformed according to the standards. The Supply Chain Coordinator is accountable for the competencies matrix implementation.

Key Working Relationships:

Position Reports to: Country Director – Poland program and Regional Supply Chain Director.

Position directly supervises****: Supply Chain Officers, IT Officer, and Administration Officer. Additional direct reports may be added as supply chain needs evolve.

Other Internal and/or external contacts****:

**Internal*****:*** Regular relationships with HQ, regional and country Supply Chain staff at all levels, , Country Director, Finance Controller, Program department leads.

External: Serve as IRC Supply Chain representative in outside meetings, to other non-governmental organizations, inter-agency groups, partners, foundations, the Logistics cluster, IMPAACT.

Requirements:

· Advanced Degree, minimum 5 years of progressive Supply Chain professional experience or equivalent education and experience.

· Experience within INGOs preferred

· Demonstrated success as a Supply Chain leader across all disciplines including planning, procurement and logistics.

· Demonstrated experience in professional contracting practices.

· 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.

· Strong financial management and budgeting skills.

· Excellent training and coaching ability.

· Fluency in English required, Fluency in Polish very strongly preferred

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

Must have the right to work in Poland

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

Gender Equality: The IRC 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 parental leave, gender-sensitive security protocols, and other supportive benefits and allowances.

Diversity and Inclusion: At the IRC, our diverse clients, partners, and staff have the power, voice, and agency to shape programs and operations. We actively work to end all forms of systemic discrimination and foster an inclusive working environment where everyone feels respected, heard, valued, and supported. The IRC is an Equal Opportunity Employer and considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability. The IRC encourages women to apply and work with us to reach the people most in need of humanitarian assistance, such as women, widows, and children. The IRC is committed to providing a decent and safe work environment that considers needs of women in the workplace, including through maternity leave and safety protocols.

#LI-GR2

Qualifications

Apply now

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