Supply Chain Manager

Job Description

Job Overview/Summary:

IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning, procurement, logistics, inventory management, property, and asset management as well as vehicle and fleet management.

Reporting to Supply Chain Coordinator, the Supply Chain Manager in Erbil is responsible for the efficient management of all the Cross Border Supply Chain functions in Erbil for Northeast Syria Programme. The Supply Chain manager will be the technical lead on planning, market assessments, regional, and international procurement, Liaison with local authorities for securing import permits, procurement of equipment under BIS license, BIS license tracking, Transportation and Fleet management, Warehouse, pharma inventory and asset functions for IRC’s office in Erbil. The position will also be responsible for the standardization of policies and good Supply Chain practices across all functions while always maintaining compliance.

Responsibilities:

Procurement Function

Procurement Planning

- Perform Market Analysis by collecting, organizing and analyzing market data and financial reports and monitoring Supply Market to ensure price quotations and Supplier offers are authentic and reasonable. - Develop procurement plans for active grants on international procurements, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation. - Ensure program teams develop distribution plans for supplies and assets of closed grants in the warehouses. - Coordinate with the NES Logistics Manager to ensure that there is sufficient space in warehouses before sending program supplies across the border. - Ensure that the supply chain department in Erbil is well staffed and roles and responsibilities of each has clear job descriptions.

Procurement

- Monitor and update daily PR Log on all procurement requests submitted for regional/international sourcing. - Review regional/international PRs with respect to PR completeness and coordinate with requesters if more clarity or additional information is required. - In close coordination with Supply Chain Coordinator, lead the regional and International procurement for the acquisition of supplies and services. - Implement all IRC procurement Standard Operating Procedures to ensure compliance with IRC and donors’ procurement policies. - Work with requesters to develop comprehensive purchase specifications. - Maintain regional and International procuement tracker to ensure optimal visibility of cross-border procurement. - Maintain electronic files for all transactions using a dedicated folder on BOX. - Review procurement documents before payment - Ensure timely submission of GRNs/COCs on regional supplies/services and coordinate with Syria Finance and HQ Finance to ensure timely payment to vendors to avoid default on contracts. - Lead the bidding process on all regional and International procurement processes, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning. - Set negotiation objectives and conduct negotiations with potential suppliers to ensure value for money. - With delegated authority from the Supply Chain Coordinator, in charge of BIS license management and tracking. - Ensure procurement of all IT and other equipment fall that fall under BIS License (Section 889), matches with available BIS approvals.

Contracting Processes

- Using historical data from BVA and Master Procurement Plan, establish MPAs/MSAs in Iraq for recurring procurement of supplies and services special categories i.e., pharmaceuticals, care kits, hygiene kits, tents etc. - In close consultation with Supply Chain Coordinator, Prepare, review, and utilize Procurement contracts, including Master Agreements (MPA, MSA) to ensure favorable Procurement Terms and Conditions - Set key performance indicators and service level agreements for contracts. - Monitor contract implementation to ensure suppliers’ adherence to contract terms and conditions - Prepare and submit timely and accurate procurement report(s) to inform the decision-making process. - Implement and sustain segregation duties in procurement and other related functions. - In close coordination with Supply Chain Coordinator, participate in Health supplier consortium for conducting new QUAMED Assessments in Iraq and NES.

Supplier Management

- Ensure that RFP/RFQs are complete in all respects and that targeted vendors understand the objectives of IRC i.e. Output specifications, IncoTerms, transportation mode, Good Distribution Practices etc. - Maintain mutually beneficial relationships with suppliers to avoid any default on contract and build mutual trust. - Conduct Supplier performance reviews for global/regional suppliers and share feedback with SCC. - Maintain a tracker to capture the performance of all regional/global suppliers for each transaction to gauge the performance of suppliers and maintain accurate supplier performance scorecards. - Develop suppliers for sustainable value-adding procurement. - Maintain and up to date supplier file for each vendor in use with IRC Erbil

Cross-Border Supply Chain Management:

- Actively participate in Logistics Sectoral Working Group Iraq and NES Ops Forum SC information-sharing activities (Market surveys, supplier database, host country rules, and regulations, SROs). - On behalf of IRC liaise with local authorities (KMCA, JCC, MoH, Customs, and other ministries/departments) to secure duty exemption permits for all international shipments. - Update cross-border and Import procedures and ensure all IRC Cross Border SoPs are aligned with new changes and disseminated to all concerns. - Coordinate with concerned authorities for securing Cross Border Permits for staff, visitors and consultants. - Maintain cross-border permit tracker for Syria-based staff as well as visiting staff. - Coordinate with Third Party Monitoring (TPM) focal person when TPM services are required!

Compliance and Ethics

- Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through: - - Conduct procurement due diligence, including ATC check, supplier site visits, supplier background checks and implement any other fraud prevention methods. - Conduct self-assessments of conformance to supply chain policies, procedures, controls, and performance. - Provide complete documents for audit and implement Corrective and/ or preventive action Plans (CAPA) - Identify, document and timely report any IRC procurement process deviations following the mechanism in place for appropriate follow up. - Develop and support implementation of improvement plans. - Provide constructive support to other functions to ensure effective, compliance to policies & procedures.

Inventory, warehousing, and Assets Management

Ensure:

- Ensure all international orders and shipments follow WHO GDP standards Inventory control, including drug storage, Cold chain, buffer stock, contributions in kind stock (CIK), and food commodities. - Implement the IRC inventory policies regarding all project Items, including cycle count, reporting discrepancies, pharmaceutical quality assurance, and cold chain policies where applicable. - Develop and ensure material distribution plans and up-to-date and being adhered to. - Coordinate inventory disposal procedures. - Placement of the assets maintenance plans as per IRC policies, including repairs and insurance coverage process. - Conduct Asset and property needs assessment for the office, Guesthouses, and warehouse. - Handle asset and property disposal management when required. - Ensure that grant inventory and asset report is accurate, regularly produced, reviewed, and approved before the Grant closing date. - Create Counting Journal – 20% Count on a quarterly basis and liaise with Supply Chain Coordinator for the selection of items to be counted. - Create and print Counting Journal for Annual and End-of-Grant Count - With support from other departments, Perform Physical Inventory Count - Record and post Counting Results - Generate an On-hand Inventory list and share it with program/Requesters on a weekly basis. - Create and post an Inventory Adjustment Journal (Adjust In and Out) to record inventory discrepancies (Damaged, expired, found etc) - Create and Post an Inventory Adjustment Journal for vendor samples acquired through the RFP / RFQ process.

Logistics and Fleet Operations

The role holder will;

- Work with the 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. - Implement country fleet management policies that are consistent with transport requirements - Dissemination and adherence to vehicle safety policies by all vehicle users. - Conduct transport need assessments. - Develop and monitor fleet movement plans, vehicle repairs, drivers assignment, vehicle safety, and fuel consumption. - Develop vehicle management cost analysis and compile carbon emission reports - The fleet legal status (customs clearance, registration, licenses, insurance) is up to date; - Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process. - Manage and be accountable for the vehicle fleet, ordering and inventory management of all IRC vehicle related parts and consumables, including fuel. - Ensure that appropriate communications and tracking equipment is installed and functioning in IRC vehicles to meet the operational and security requirements. - Ensure the correct and timely routine maintenance and repair of IRC generators. - Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, etc. - Prepare weekly and monthly report on transport department and discuss with Supply Chain Coordinator - Work with the Supply Chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements. - Any other duties as may be assigned by the supervisor

Facilities Maintenance

Ensure :

- Routine rounds at the offices, and warehouse ensuring building structure, fittings, plumbing and taps, wiring and electrical sockets, lighting, doors and windows, tiling, carpentry, painting etc. are regularly maintained and constitute safe working environment for IRC staff. - Routine visits to guest houses ensuring building structure, fittings, plumbing and taps, wiring and electrical sockets, lighting, doors and windows, tiling etc. are regularly maintained and constitute safe living environment for IRC international staff. - Routine inspection of household equipment including air conditioners, UPS, batteries, fire extinguisher, fans, Electrical DBs with RCD, microwaves, kettles, water dispensers, fridges, washing machines and similar to ensure they are in working condition. Have them repaired promptly in case of malfunction. - Ensure fire alarm and other protection systems are in perfect working order. - Ensure that repairs done by the SC Officer-Facilities & Maintenance and external parties in all IRC facilities in NES are done on time .. - Identify the needs to maintain the Erbil based premises (office, Guesthouses, and warehouses) to maintain the premises optimally and inform FD, SC Coordinator & Senior Supply Chain Officer-Facilities & Maintenance for necessary approvals. - Ensure procurement and distribution of household equipment, cleaning and kitchen supplies and materials for facilities (including drinking water and gas canisters) and follow up with Senior Supply Chain Officer-Facilities & Maintenance as required. - Keep track of and ensure timely payment for office, warehouse, and guesthouse utilities (rent, water, electricity, and internet).

Compliance

- Identify, document and timely report any IRC Inventory and Asset deviations following the mechanism in place for appropriate follow up. - Implement and sustain segregation of duties in Inventory and Assets management and other related functions. - Review and provide feedback on assigned supply chain reports submitted by country offices; - Develop and support implementation of improvement plans. - Promptly Inform the Supply chain coordinator or as per IRC standard procedure for any areas of concern or potential or suspected supply chain policy violations. - Provide constructive support to other functions to ensure effective, compliance to policies & procedures. - Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan);

Staff Management and Development:

- Support recruitment of Supply Chain staff (written tests and interviews) through effectively utilizing the IRC supply chain competency matrix. - Ensure each team member’s objectives are set following the organizational unit visions as well as operations context(s); - Provide face-to-face and remote orientation to newly hired supply chain staff. - Assess supply chain staff proficiency and training gaps and develop appropriate intervention programs. - Deliver Training and development programs to Supply Chain Staff - Coordinate training and maintain training records.

Technical Management & Systems:

- Participate in developing and implementing Supply Chain systems and, when vital, SC Standard Operating Procedures.

Pharmaceutical Supply Chain

- Ensure implementation of IRC pharmaceutical quality assurance policy, associated SOPs, and Cold Chain standard methodology procedures in the warehouse and local transport. - Ensure adequate drug management and transportation tool and materials are available to manage drugs effectively. - Support the Pharmacist in completion of the Good Distribution Practice Assessment and work towards the

Staff Performance Management, Learning & Development

- Hire, supervise, and build the capacity of team members in relevant technical and management competencies. - Develop and implement remote management capacity building approaches to build the strengths the teams teams in Syria. - Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews. - Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. - Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews. - Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis. - Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths. - As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies. - Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. - Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff. - Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

Applications will be received till April 10, 2023

Qualifications

- A university Degree or Diploma from an accredited university/institution. - At least 4 years of progressively responsible professional experience in supply chain from which 2 years in a managerial level. - Have demonstrated experience in managing cross border supply chain especially well versed with import procedures (KMCA, JCC, and NES approvals). - Previous experience in an emergency or conflict-afflicted setting is required. - Iraqi National or Syrian national with a valid work permit - Good Computer skills

Demonstrated Skills and Competencies:

- A commitment to IRC’s mission, vision, values, and IRC Way – Professional Code of Conduct. - Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development. - Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution. - Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context. - Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience. - Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity. - Curiosity, a desire to continually learn and develop and a sense of humor is a must. - Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

- English and Kurdish language are required, while Arabic would be a decisive advantage. - Travel: Frequent travel to Borders and 25% to field sites in NE Syria as well as attending regional and global workshops and meetings when required.

Key Working Relationships:

Position Reports to: NE Syria Supply Chain Coordinator Position directly supervises: Supply Chain Officer, Liaison officer

Indirect Reporting (If applicable): NES FD and WOS DDO Key Internal Contacts: Regular relationships with country Supply Chain staff at all levels, Field Director, and Project Coordinators/Managers. Actively participate in supply chain meetings and lead sessions as required.

Key External Contacts: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups, and foundations.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Gender Equality: 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 IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all people are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

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