Supply Chain Officer

Work Arrangement:

Job Description

Background/IRC Summary: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity and hope to millions who are uprooted and struggling to endure. Job Overview/Summary: Under the direct supervision of the Supply Chain Manager, the Supply Chain Officer will be responsible for logistics, procurement, and administration in support of IRC program activities in Eastern Libya. He/she will be responsible for all office-based procurement and lead on some framework agreements to support the offices and the programs. He/she will also support on official permits, letters, and liaison to the appropriate authorities and partners where necessary. Major Responsibilities: Reporting to the Senior Field Coordinator and technically to the Supply Chain coordinator, the Supply Chain Officer is responsible for conducting logistics and administration activities in Eastern Libya as specified below. Specific Logistics responsibilities include: Daily coordination of IRC logistics activities as requested by the Senior Field Coordinator. Understand and use IRC Supply Chain policies and formats. Source supplies from local vendors, maintain a good working knowledge of local market conditions. Support program department staff with procurement and other logistical work and documentation. Set up service contracts, ensuring full compliance with IRC Supply Chain policies. Manage contracted suppliers and contract renewals. Ensure complete documentation for payment of goods/services procured. Specific Procurement responsibilities include: Procure goods and services for program activities, offices, residences, fleet, etc in accordance with IRC and donor-specific policies and procedures. Ensure that all materials purchased are of appropriate quality and price and are delivered on time. Generate all required procurement documentation and maintain impeccable records and files. Ensure effective coordination between Supply Chain, Programs, Finance, and vendors. Assist program staff with raising purchase requests (PRs) and provide price estimations of goods and services whenever possible. Assist in regular market surveys, researching potential vendors, and carrying out due diligence. Coordinate transportation of procured items to other IRC locations or partner locations. Regularly update requestors and supervisor on the status of requests and expected delivery dates. Consistently update the online BVA system / Integra and the Purchase Request Tracking Sheet. Review and Place Purchase Orders with vendors.

Specific Fleet responsibilities include: Ensure Rental Fleet and Rental Drivers comply with IRC vehicle and driver policies and that an effective fleet management system is established with minimum risks to IRC. Manage rental fleet contract follow-up. Manage all aspects of transport, including but not limited to safe driving, routine maintenance, equipment & communications tools in place, fuel management, and clear record-keeping. Ensure that fuel use is correctly managed, logged, and recorded. Specific Asset Management responsibilities include: Track and manage all IRC assets in Eastern Libya in accordance with policy. Define and implement maintenance systems and procedures for assets, including training of staff and follow-up. Ensure all donor reports for assets are completed and submitted to the Grants Department on time and liaise with Grants to process and document all donations. Ensure quarterly physical check of assets and submission of asset reports. Specific Administration responsibilities include:

Ensure the centralized contact lists including staff, program visitors and partners is maintained.

Source appropriate rental properties for viewing, as required. Maintain a sense of market prices. Other responsibilities include: Conduct himself/herself both professionally and personally in such a manner as to bring credit to the IRC Libya and to not jeopardize its humanitarian mission. Proactively engage with supervisor and key IRC staff (Program, Finance) on all Supply Chain matters. Assist in managing the distribution of goods and materials, ensure adequate information sharing, address common concerns/problems, and seek solutions. Other duties as assigned by the Supply Chain Coordinator. SKILLS & KNOWLEDGE:

Qualifications

Job Requirements: Knowledge of generic supply chain practices (NGO experience advantageous). Minimum 2-4 years of relevant work experience. Familiarity with Eastern Libya market. Competent in spoken and written English and Arabic. Good mathematical skills. Competent use of Microsoft Office systems especially Excel, Word, and Outlook. Personal Characteristics: Strong sense of personal integrity. Attention to detail. Ability to multi-task, excellent time management skills. Team spirit and problem-solving abilities. Positive attitude. ____________________________________________________________________________________ The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. 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