Job Description

Background/IRC Summary:

The Ukraine crises could become the worst humanitarian crisis Europe has seen in decades. More than 5.3 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced and the vast majority of the displaced are women, girls, and boys.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine and Poland to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is established operations across Ukraine and Poland offering robust humanitarian response to complement partner response services either in breadth or scale.

Job Overview/Summary:

Reporting to the Senior Supply Chain Manager, the logistics officer is responsible for the efficient coordination and management of logistics responsibilities in Warsaw and Katowice. As part of the Supply Chain team in Warsaw he/ she must be able to undertake efficiently and effectively the logistics roles, efficient delivery of supply chain functions in the Country and field offices, inventory management, property and asset management, Facilities maintenance as well as vehicle and fleet management in addition to procurement support when needed.

Responsibilities:

Warehousing/Assets Management

· Understand, implement and / or maintain standard IRC inventory management policies and procedures.

· Responsible for tracking all IRC assets & property including ICT equipment, furniture, medical equipment, etc.

· Update the master asset list and any asset movement and location.

· Maintain & update Asset Registers, including acquisitions, maintenance management, transfers.

· Report on assets and properties for disposal

· Coordination with field offices for Master asset reports and updating on a regular basis.

· Responsible to manage asset maintenance and repair, ensure all asset in service.

· Do quarter asset verification in and leading the field site asset verification process.

· Maintain and manage any asset lost and ensure recording on file for any incident report.

· Prepare the equipment, property and furniture inventory of the Warsaw offices, support and ensure that all field offices keep it updated monthly.

Facilities:

- Maintain record for office/guesthouse supplies needs following minimum maximum level mechanism. - Perform and document routine inspections and maintenance activities at office/guesthouse premises. - Ensure stock cleanliness and supply designated facility areas (dusting, sweeping, vacuuming, and cleaning ceiling vents) both at office and guest house premises. - Supervise cleaners and ensure dusting, wiping, and washing of external surfaces of cupboards and shelves. - Keep a check on cleaning materials and re-order through the supervisor. - Undertake any other duties as may be required from time to time.

Procurement Support

Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with GSC and donors’ standards, the role holder will:

- Support the development of procurement specifications. - Procure all necessary items for programs, offices, and residences. - Process approved Purchase requisitions through the procurement software ensuring data accuracy. - Prepare bid analysis and other bidding documents for approval. - Review procurement documents for accuracy before taking payment for approval. - Coordinate with the Finance Department to make sure the payments are delivered to the suppliers. - Attend the procurement committee meetings required.

Transportation / Fleet

- Manage fleet by implementing the IRC standard vehicle policies and procedures, with particular attention to safety and security issues; ensure vehicle inspections for safe working order is done on weekly/monthly basis. - Manage, evaluate, and monitor drivers. - Coordinate with program teams to submit staff movement plan enabling fleet unit to schedule vehicles for planned activities. - Prepare the weekly movement plans for all staff in a proper, efficient, and effective way. - Ensure the drivers are aware of their movements and plans. - Ensure that log sheet records for all rented vehicles are filed in sequential order to produce auditors when required. - Maintain complete record of drivers’ leaves and overtime according to vehicle policy. - Ensure vehicles are well maintained, hygiene, fully equipped with tools and full official documentation is valid and available. - Collect all fleet related information (Logbooks, fuel, accidents, etc...) to prepare all fleet reports.

Compliance and Ethics

You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:

- Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc. - Providing consistent and constructive support to other departments to ensure compliance with policies and procedures. - Identifying and reporting procurement red flags across the procurement value chain

- Implementing corrective action plans (CAPs) in response to internal and/or external audit queries

Qualifications

Required Experience/qualification/Skills:

- At least 1 year of progressively responsible professional experience of Supply Chain/Procurement/Logistics or related - Previous experience in INGO or Humanitarian Sector is an asset

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 is required, while Polish is desired. - Travel: 10% in Poland as well as attending workshops and meetings as needed.

Key Working Relationships:

Position Reports to: Senior Supply Chain Manager

Indirect Reporting: N/A Position directly supervises: None.

Position indirectly supervises: None.

Other Internal and/or external contacts: Regular relationships with program staff, Operations staff, and country Supply Chain staff at all levels.

Internal: All program sectors coordinators and managers.

External: Vendors and Services providers.

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 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 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.