Supply Chain Officer

Work Arrangement:

Job Description

Organization Background

The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Lamwo, Moroto, Kyaka and West Nile.

Job Overview

The Supply Chain officer holds the primary responsibility of carrying out various supply chain monitoring and coordination functions including warehousing, Asset management, procurement, logistics/ transport, and maintenance reporting any incidents that may arise immediately to the Field Coordinator.

Specific Responsibilities:

Transport

• Implement and direct IRC standard Vehicle policies and procedures, with attention to safety and security issues.

• Advise the Program Coordinators, and field coordinator on vehicle requirements and issues.

• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles related parts and consumables, including fuel.

• Evaluate, manage, and monitor drivers.

• Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.

• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).

• Ensure that all vehicles are maintained in an efficient manner. Schedule timely and regular preventive maintenance of all vehicles and Generators.

• Ensure that regular meeting is taking place with the drivers and reports any concerns to the Program Coordinator.

• Compile the drivers’ duty roster and work schedule·

• Coordinate with admin to ensure mail is distributed by drivers to the correct recipients.

• Ensure that all drivers are in possession of driver's valid licenses and that all vehicles are insured.

Inventory Management (Warehousing and Asset)

• Advise the Program managers, and field coordinator on the potential inventory shortages, warehouse specific issues or improvements.

• Implement and ensure clear loading/offloading procedures, correct stacking, and turnover (FIFO) procedures.

• Organize shipment of the program materials to the Program site.

• Maintain proper tracking of all the IRC assets present in the field site.

• Manage stock quipping records including Asset issue form, asset register and tags.

Procurement

• Follow all IRC and donor purchasing procedures and regulations, ensuring all PRs/ item forecasts are correctly filled in with all the required information.

• Ensure all procurements are fully and accurately documented, which leads to easy tracing of procurement records.

• Continuously inform the program staff of the progress and constraints in the procurement process and develop solutions in consultation with the Field Coordinator.

• Ensuring that all procurement is done at the best value possible, while maintaining the quality of the product.

• Ensure procurement is done in the most transparent and cost-effective way possible.

• Ensure all procurement activities are fully and transparently documented through PRs, POs, RFQs, Comparative Statements, Bid Analysis, Invoices and Delivery Reports.

• Initiate Invitations to Bids and collect quotations from suppliers as necessary and when necessary.

• Coordinate with Senior Finance Officer and Field coordinator for the supplies and making sure suppliers are paid effectively.

• Maintain efficient systems for purchase requisitions, orders, and their administration through files that easily demonstrate open vs closed purchase requests.

• Maintain database of good and reliable suppliers for different categories of supplies, goods and works.

• In coordination with the Program Managers and Field coordinator set up MPAs and MSAs for the field site.

• Keep Supervisor informed of all developments and issues through daily briefing, weekly procurements updates and monthly reports.

• Provide ongoing training, advice to supply chain and program staff in procurement policies, systems, and procedures.

• Responsible for contracting vehicles for transportation of materials to the Program sites and transportation of staff to field locations.

• Submit monthly report on cost and status of all procurement during reporting period.

• Ensure safeguarding to all IRC clients at the time of sourcing and contracting.

• Assist with any other duties as requested by the supervisor.

Reporting

Prepare a monthly activity report for submission to the supply Chain coordinator and Field Coordinator.

Produce a monthly Vehicle operation report, Asset List and stock report including transit stock. And PR and commitment tracking report.

Systems Compliance and Improvement

•IRC-Uganda specific finance, logistics, IT, security, communications and human resource/administration policies and procedures.

•Any new procedures and guidelines designated in circulars from Country Director and OC.

Policy compliance – IRC way policies

•Ensure any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are reported to the CD. The reporting of violations is an obligation on the part of all staff members.

•Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers.

Confidentiality

•Ensuring the non-disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.

Qualifications

•University degree in Procurement, Business Administration/Financial Accounting or Logistics related Program or equivalent (CIPS qualification will an added advantage).

•At least 4 years Prior experience of working in Supply chain management in a multi-cultural environment.

•Good communication and staff management skills.

•Computer literacy (Microsoft Office Word and Excel spreadsheets; Outlook).

•Excellent interpersonal and communication skills

•Remains productive when under pressure.

•Knowledge of procurement principles and contract Management.

•Commitment to understanding IRC’s aims and IRC way.

•Demonstrates a systematic and efficient approach to work.

Please note: Deadline for receiving applications is 19th January 2024.

Professional Standards

IRC workers must adhere to the values and principles outlined in the IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. 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.

Gender Equality & Equal Opportunity

IRC is an Equal Opportunity Employer and we value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.