Supply Chain Manager

Job Description

The Supply Chain Manager has responsibility for the co-ordination and support of Supply Chain & logistics activities. The post-holder is responsible for effectively managing all supply chain & logistics staff in the Office in Lashio. And the post-holder needs to ensure managing procurement, transport, assets and stocks, and vehicle fleets support to all IRC projects in the region.

Responsibilities

Compliance

- Assist in the development of in-country Procurement policies and procedures in compliance with the IRC standards & reviewed/approved by the Supply Chain Coordinator /Country Director. - Monitor the policies and procedures to ensure that they are kept updated and relevant to the in-country situation and IRC programming requirements. - Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Field Coordinator. - Provide consistent and constructive support to other departments to ensure compliance with policies and procedures. - Promptly inform to Field Coordinator and Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures. - Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings. - Ensure that issues of compliance are standardized across all field sites.

Procurement Management

- Responsible for creation and management of list of Authorized Suppliers, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff. - Responsible for Due Diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers. - Manage Contracted and Authorized Suppliers in terms of quality, delivery time, value for money, etc. - Organize to conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money. - Focal point for all tender procurement process. - Supervise preparing Requests for Proposal and manage contract/tender processes. - Implement Master of Purchase Agreement (MPA)/ Master of Service Agreement (MSA) in the assigned area as guided by Field Coordinator.

Training & Outreach

- Organize supply chain trainings for non-supply chain staff on a regular basis. - Ensure supply chain staff are trained and well-practiced on procurement policies and procedures as well as other relevant technical. - Develop and maintain an effective orientation package, and ensures that new staff members are appropriately orientated on procurement policies and procedures in a timely manner. - Ensure that Procurement department maintains cooperative relations with other departments, and interacts with them in a positive manner. - Identify training needs for Procurement staff and make recommendations to the SC Coordinator. - Ensure that capacity building of all supply chain staff is done through trainings, on the job learning, sharing, lessons learnt and on-line.

Staff Supervision

- Set clear performance objectives for staff, supervisee and ensure that they are understood. - Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met. - Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures. - Ensure that supply chain staff annual leave is tracked and planned in advance and that there is sustainable coverage and backup for staff going on leave. - Review and approve/endorse timesheets of SC staff on a monthly basis and travel and leave requests when the requests are made.

Transport Management

- Work with the Field Coordinator and in consulting with technical supervisor (Supply Chain Coordinator) to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies. - Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues. - Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel. - Evaluate, manage and monitor drivers. - Ensure the correct and timely routine maintenance and repair of IRC vehicles and generators. - Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance). - Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles log books are accurately filled - Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of ???, etc. - Signing on vehicle fuel forms for refueling and keeping accurate record and monitoring system on fuel consumption. - Work with the Field Coordinator to ensure that vehicles are prepared for routine and emergency security requirements. - Ensure that all vehicles are secure when not in use. - Be familiar with local regulations / laws. - Any other duties assigned by the supervisor (Field Coordinator).

Warehousing and Inventory Management

- Understand, implement and / or maintain standard IRC inventory management policies and procedures. - Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s). - Inform the Field Coordinator of potential inventory shortages and get advice from Supply Chain Coordinator for technical support. - Ensure the maintenance of warehouse building(s), fittings and equipment. - Implement and ensure clear safety procedures. - Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures. - Advise the Supply Chain Coordinator of warehouse-specific issues or improvements. - Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities. - Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports. - Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards. - Monitor security of IRC’s storage and supplies. - Prepare a monthly report for the expendables store outlining all stock movements and remaining balances. - On a monthly basis, work with the Supply Chain team (YNN/LSH) to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms. - Update the stock record cards regularly. - Conduct routine inventory inspection and submit report to the Field Coordinator in a timely manner.

Expected Deliverables:

- Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible. - Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy. - Prepare monthly Purchase Request Tracking report and consolidate all Purchase Request Tracking from Country field office reports. Share report with Field Coordinator, Supply Chain Coordinator, and other internal departments as required. - Analyses Purchase Request Tracking (PRTS/PR Audit Log) in order to ensure that all procurement is carried out efficiently and in a timely manner. - Prepare Finance-related reports such as Cash Projections and BVAs. - Provide on-time, standard monthly reports to the Field Coordinator, including fuel consumption report, maintenance report and any other reports requested. - Well maintained fleet and good filing system for all vehicles and all procurement processes. - Generate and / or maintain comprehensive price list for frequent purchased items. - Maintain full and accurate inventory records for warehouses, assets and furniture. - Undertake (documented) monthly and ad-hoc physical inventory checks. - Conduct documented quarterly job performance reviews of Supply Chain staff, providing appropriate feedback and clear objective setting. - Maintain full and accurate inventory records and in which according to IRC record keeping SOPs. - Undertake (documented) monthly and ad-hoc physical inventory checks. - Conduct documented quarterly job performance reviews of Warehouse staff, providing appropriate feedback. - Conduct bi-annual SCAT (supply chain assessment tool) and report to direct report for any requiring improvements. -

Qualifications

Education

- University degree, Diploma in Supply Chain Management/ Business Management or related field experience will be better access.

Experiences

- Experience in administration and supply chain management, with not less than five years as Procurement / Supply Chain Manager or similar position, three years of which must have been spent working with an international NGO/ UN.

Competencies

- Strong sense of personal integrity. - Attention to detail. - Strong supervisory skills. - Ability to multi-task. - Team spirit and problem solving abilities. - Ability to write narrative and analytical spread sheet reports - Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required - Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously - Experience with emergency context and response experiences

Skill and Abilities;

- Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required - Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously - Ability to work under pressure and to meet deadlines - Spoken and written fluency in English desired - Willingness to put in extra hours in emergencies - Willingness to travel to the field - Systems oriented individual - Good team player - Strong commitment on agreed plan and activities

Myanmar nationals with relevant skills sets and proven experience of working at international level are strongly encouraged.