Supply Chain Manager

Work Arrangement:

Job Description

MAJOR RESPONSIBILITIES:

Supply Chain Planning

The Supply Chain Manager is responsible for working closely with internal and external partners to ensure effective planning and preparation to support program implementation. Which includes:

- Prepare, review and update procurement plans, supply planning, warehousing plans, transport plans and distribution plans.

- Implement all IRC procurement SOPs.

- Develop sourcing strategies and relationships with suppliers.

- Monitor supply market and conduct market surveys & analysis.

Procurement

The Supply Chain Manager is responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in line with GSC and donors’ standards. This includes:

- Implement IRC procurement SOP’s in all procurements.

- Plan and lead on conducting market surveys.

- Support in development of specifications.

- Analyze and produce updated price lists for frequently procured supplies and services on quarterly basis.

- Receive approved Purchase Requests and Item Forecast through the procurement software (Integra), ensure data accuracy.

- Ensure the data insight for the internal software and the follow up of the metrics and results.

- Review Bids Analysis for below tender procurements ensuring compliance.

- Coordinate and participate in tender meetings & evaluations.

- Prepare bids analysis and other bidding documents for approval.

- Conduct negotiations with suppliers that is open and detailed.

- Demonstrate value for money in procurement.

- Review procurement documents for accuracy before payments are submitted to finance.

- Analyze procurements and advise on types of procurement that can benefit from master purchase agreements.

- Lead on tenders for establishing Master Purchase and Service Agreements.

- Lead on international procurements, including supplier relations, order tracking, regional reporting and payments.

- Support with customs clearance procedures for internationally ordered supplies.

Contract Management

Responsible for handling contracts to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:

- Prepare contracts for recommended bidders.

- Timely renew running contracts.

- Contracts implementation against set performance indicators.

Supplier Management

leading supplier relationships and performance to ensure that there is detailed record keeping and implementing procurement GSC SOPs. This includes:

- Maintain suppliers file and documentation

- Documents supplier performance.

- Maintain supplier performance score cards.

Compliance and Ethics

Implementing donor rules & regulations for all procurements, Identifying and analyzing compliance risk in procurement processes through:

- Implement due diligence for suppliers, this includes conducting ATC, reference checks, supplier visits etc.

- Provide consistent and constructive support to other departments to ensure compliance.

- Identify and report procurement red flags.

- Implement audit corrective action plans (CAPs)

- Procurement are conducted in compliance with donor regulations

Reporting

The Supply Chain Manager is responsible for preparing and submitting:

- Accurate monthly or quarterly SC scorecards - Support with developing and updating procurement and distribution plans regularly.

Staff Management

Promote team spirit, cohesion, respect and the IRC Way Standards for Professional Conduct among all procurement staff in close cooperation with HR department. Enforce to and act in accordance with the IRC Global and IRC Colombia HR Policies and Procedures.

- Train and supervise direct-report staff, including presenting clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.

- Approve and handle all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carries out probationary reviews.

- Ensure appropriate support to field based staff via regular site visits, producing reports with action points to monitor.

- Look for opportunities to support staff in their career growth, where appropriate.

Coordination:

- Work closely with Logistics Clusters and transportation service provider(s) to ensure cargo is received and dispatched to respective field sites in a timely manner.

- Work closely with Supply Chain staff in field offices to ensure efficient and cost effective delivery of project goods and services.

Qualifications

Requirements:

Education: College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field

Work Experience: 4-5 years of work experience in supply chain operations (Procurement), humanitarian experience preferred.

Proven Skills and Competencies:

- Demonstrated success as a procurement leader within supply chain including planning, procurement and logistics.

- Good collaborator and influencer with effective interpersonal and analytical skills who are able to work seamlessly across cultures, interpersonal units and suppliers.

- Broad knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting.

- Good analytical and negotiation skills.

- Excellent skills in conducting market analysis and sourcing strategies.

- Able to work optimally in a highly matrixed structure

- Familiarity with medical procurements and medical supply chain principles.

- Strong time management, organizational, interpersonal and communication skills.

- Possess leadership qualities and willing to exercise initiative.

- Willingness to participate and chip in as a team member, under challenging working conditions.

- Language Skills: Fluency in English and Spanish to communicate clearly and effectively.