Supply Chain Coordinator - readvertised

Job Description

Job Overview/Summary

Supply Chain Coordinator is a key position to the success and delivery of quality programs. The Supply Chain Coordinator is a senior position that is responsible for providing strategic leadership to the IRC Uganda supply chain function in the areas of design, planning, execution, and monitoring of supply chain activities at the country level. The role supervises the various Supply Chain Managers across the field offices.

Supply Chain entails all the systems and functions necessary to implement programs effectively, inclusive of planning, procurement, inventory management, constructions property and asset management as well as vehicle and fleet management.

The Supply Chain Coordinator will:

- Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems. - Collaborate with Deputy Director Finance to ensure that internal controls are met with minimum of bureaucracy. - Work with field office Supply Chain staff, and Field Coordinators to ensure effectiveness, countrywide uniformity of Supply Chain structure and implementation of the IRC’s standard operating policies and procedures. - Implement job and site-specific trainings to ensure that Supply Chain staff possess the knowledge and skills commensurate with their responsibilities.

Duties and Responsibilities

Supply Chain Planning

- Prepare consolidated annual procurement plans and develop the country program sourcing strategy for all active and pipeline grants in collaboration with Program Coordinators and Managers. - Ensure that program teams develop distribution plans for supplies and assets of closed grants in the warehouses. - Proactively participate 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 stakeholders and resolved for successful project delivery. - Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.

Procurement Management

- Ensure compliance to IRC and donor policies in the procurement of program supplies and assets. - Ensure review and execution of procurement contracts in a timely manner. - Lead market surveys and analyses by collecting, organizing, and analyzing market data and share results with program teams, Field Coordinators and Managers on a regular basis. - Ensure efficiency of the bidding process by developing and implementing the office sourcing strategy, managing the Master Agreements and RFQ/RFP processes, and completing the purchase request processes. - Develop negotiation strategies and manage negotiations for high spent categories. - Proactively engage with program teams, suppliers, partners, NGOs, logistics clusters and other stakeholders 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 and corruption red flags and address them in a timely manner. - 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 stakeholders 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 and supplier files maintained in accordance with applicable Standard Operating Procedures (SOPs).

Inventory Management

- Ensure appropriate warehouse site selection, and implementation of warehouse safety/security protocols. - 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 policies for all project Items including cycle count, investigate discrepancies and develop action plan to address them. - Produce grants and year ending inventory reports during each grant closing and end of fiscal year in a timely manner. - Coordinate inventory disposal procedures as per host government, IRC and donor rules and regulations. - Coordinate with supply chain field staff to ensure that there is sufficient space in the warehouses before sending program supplies to the field sites.

Asset Management

- Conduct Asset Needs Assessments. - Develop asset 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.

Logistics and Fleet Management

- Implement IRC global Fleet Management policies and procedures and/or develops country specific fleet management policies and procedures needed to comply 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 monitor fleet movement plans, vehicle maintenance, driver assignment, vehicle safety, and fuel consumption. - Analyzes 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.

Compliance and Ethics

- Identify and set mitigation plans to manage Supply Chain risks, including identification of red flags, and implementing internal and external audit corrective action plans to ensure all supply chain activities are conducted in an ethical manner. - Ensures compliance to IRC and donor policies in the procurement and distribution of program supplies and assets. - Ensure that assessments of supply chain policies, procedures, controls, and performance is conducted, and any deviations addressed in the country program where designated - Implement and sustain segregation of duties in procurement and other related functions. - Develop and support implementation of post-audit corrective action plans and other improvement plans. - Maintain and update donor guidelines related to Supply Chain field (procurement, asset, etc). - Update as required the IRC standards in terms of assets/equipment to be purchased. - Ensure all donor reports for assets are completed and submitted to the Grants Department on time.

Staff Management and Development

- Lead the recruitment of new staff through effective utilization of the IRC supply chain competency matrix. - Ensure that the supply chain department has sufficient staff, and each have clear job descriptions. - Ensure each team member’s objectives are set following the organizational unit vision as well as operations context(s). - Identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all Supply Chain staff and provide day to day supervision of department. - Provide feedback through regular performance evaluations. - Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement. - Ensure assessment of supply chain staff competency and training gaps and develop appropriate intervention programs. - Develop long term plan for continued quality leadership by providing staff development and succession plans.

Pharmaceutical Supply Chain

- In collaboration with the health team, ensure forecasts and supply planning for pharmaceutical supply are created for all health projects by project start date. - With the guidance and support from global pharma leadership develop a supply strategy for the supply of pharmaceuticals (global, regional, national) including freight. - Ensure the IRC standard pharmaceutical inventory tracking tool is in place and accurately maintained in each location. - Ensure implementation IRC pharmaceutical quality assurance policy, associated SOPs, and procedures for Cold Chain best practice in the warehouse and in local transport. - Ensure adequate drugs management and transportation tool and materials are available for the effective management of drugs.

Construction Management

- Supervise the Construction Supervising Engineer. - Map construction works for all grants and making sure the procurement process is started and completed on time. - Ensure all due processes like technical drawings and Bills of Quantities (BoQs) approval are done by relevant Authorities before commencement of the procurement process. - Work with the Construction Supervising Engineer to ensure timely, cost effective and quality delivery of the works standard as per the specification, requirement, and standard of IRC & its funding agency. - Ensure compliance with IRC Safety policies and procedures in construction. - Ensure that the construction tracker is regularly updated as work progresses.

Key Working Relationships

Position reports to: Deputy Director of Operations

Position directly supervises: Supply Chain Manager, Construction Supervising Engineer, Transport Manager, Senior Supply Chain Officer, Asset Staff.

Other Internal and/or External Contacts

Internal: Regular correspondences with HQ, regional and country Supply Chain staff at all levels, Operations Coordinator, Country Director, and IRC Program departments.

External: Occasionally serve as the IRC Supply Chain representative in external meetings, logistics clusters, other non-governmental organizations, inter-agency groups and foundations.

Qualifications

- Bachelor’s degree in Supply Chain Management, Procurement or related field. - Master’s degree or post-graduate diploma in a similar field will be an added advantage. - Advanced professional certification in supply chain management and/or emergency response management is required. - 8 years of progressive Supply Chain professional experience, with 3 years at a similar level of responsibility - Experience working with in an ERP environment. - 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. - 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 effectively in a highly matrixed structure. - Strong financial management and budgeting skills. - Excellent training and coaching ability. - Ability to travel to remote field offices. - Fluency in English is required.

Please note: Candidates who applied before for the same position need not to apply again.

The IRC and IRC staff 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 Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

We are committed to narrowing the gender gap in leadership positions. We offer generous 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. We welcome and strongly encourage qualified female professionals to apply.

All staff, regardless of role, are required to create a culture of client responsiveness by requesting and using client feedback data to make decisions. In addition, all staff are expected to demonstrate inclusiveness when making programmatic decisions and working with clients, partners and colleagues from diverse backgrounds. You can read more about the IRC’s commitment to client responsiveness here: https://www.rescue.org/resource/client-responsiveness-introduction-and-faq

IRC is an 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.