Supply Chain Officer

Job Description

SCOPE OF WORK

The Supply Chain Officer will ensure that high quality procurement processes and procedures are applied according to IRC policy. This Officer position will require working closely with supply chain and the program team, to ensure that they are following procurement rules. This will include training the staff on procurement practices, and documentation checks to ensure the application of these rules.

Job Overview/Summary

Reporting to Field Manager, the Supply Chain Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office in Hpa-an. Supply Chain must be able to rapidly procure Program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records.

Overall responsibilities:

Compliance

- Ensure adherence to IRC policies and procedures. - Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with line Manager. - Provide consistent and constructive support to supply chain and non-supply chain staffs to ensure compliance with policies and procedures. - Promptly inform the line Manager of any areas of concern of potential or suspected violations of policies and procedures. - Ensure there are no negative audit observations/findings related to Procurement. If required, corrective actions plans are developed & implemented to address audit findings. - Ensures that all documents are filling properly (well filled) respecting the donors and organization’s guidelines and requirements (eligibility of documents)

Supply Chain / Procurement Management

- Responsible for Due Diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers, ensure that purchases are in accordance with the Authorized and Contracted Suppliers list and procurement policy. - Support the supply chain team to manage Contracted and Authorized Suppliers in terms of quality, delivery time, and value for money, etc. - Conduct regular market surveys in key procurement categories to ensure that the project is receiving best value for money. - Support the development of Requests for Proposal and manage contract/tender processes. - Support the supply chain team to manage suppliers and vendors according to contract, quality & delivery, selection system, performance rating (If needed), auditing, etc. - Ensure all procurement records are complete and clearly document all steps in the Procurement process according to IRC and donor policies and procedures. - Ensure Procurement documentation is continually updated to ensure the documentation on file reflects the progress of each procurement action. - Supports the line manager's procurement transformation and improvement project by assisting the applicable field office focal person and other departments. - Produce monthly PRTS and PR Audit Log and inform to line supervisor the progress and developments. - Manage and monitor vehicle usages, controlling fuel and ensuring all vehicles are in good condition and always align with IRC policy. - Prepare monthly Fuel consumption report for vehicle, generators and submit to Field Manager. - Physical count and check for every 6months and report all broken and/or moved assets to Field Manager.

Training & Outreach

- Identify training needs in the area of Procurement management within the staffs and providing as necessity. - Lead trainings with project /supply chain staff on all procurement related issues. - Ensure that the staff are aware of their roles and responsibilities in the area of Procurement management - Monitor Logistics staff / non-logistics staff competencies post-training and provide regular feedback and guidance to ensure all gaps in knowledge are addressed and rectified with supervisors as appropriate. - Ensure to maintain cooperative relations with both operation and the program staffs. - Conduct induction to new staff when required in collaboration with Field Manager.

STOCK MANAGEMENT

- Reception of stock in depot/store according to stock receiving SOPs. - Inspect and verify the ordered are received according to stock inspection guidance. - Verify the packing lists compared to the stocks received and inform the carrier/supplier if there are any missing or damaged with timely manner. - Prepare Goods Received Notes / Waybill according to IRC standardized. - Coordinate and provide technical inputs to warehouse colleagues to create and maintain up to date the Bin Cards and Stock Cards according to IRC rules and inventory SOPs. - Prepare the waybills o File all documents conveniently: waybills, stock cards, supply requests, donation certificates etc. by coordinating with Supply Chain and Warehouse colleagues.

Qualifications

- A Bachelor’s degree (preferably a Supply Chain subject). - A minimum of 3 years’ experience in a procurement role. - Previous experience with an NGO/company with similar role - Leadership and communication skills, including the ability to plan and deliver trainings. - Ability to work effectively and sensitively in teams; - Prior experience of working in Supply Chain/ Procurement Context is required, experience in Kayin State is an asset; - The ability to communicate effectively in Myanmar language is required given the importance of working closely with communities; - Fluency in oral and written English; - Willingness to work in remote villages in IRC’s operating areas; - Proven ability to work under pressure and deliver in a timely manner. - To undertake any additional duties as designated by the Logistics Manager and/or direct line supervisor.

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