Supply Chain Volunteer

Job Description

Under the direct supervision of the Supply Chain Manager, the Supply Chain volunteer is responsible for supporting the Supply Chain Manager in delivery of all supply chain functions in Nairobi office.

Specific Responsibilities:

Over all Responsibilities

The Supply Chain Volunteer will work under the supervision of the Supply Chain Manager and should be a strong team member who can assist in the continued development of the Supply Chain team and contribute to the further effective running of IRC activities in Nairobi or any other field sites. She/he will be based in Nairobi, Kakuma or Hagadera the Supply Chain volunteer is a key position within Supply Chain and carries responsibility for the integrity of the IRC's Supply Chain system. Supply Chain must be able to rapidly respond to the programs and operation’s needs, whilst ensuring best practices and maintaining audit-compliant records.

Specific responsibilities include.

Procurement and Logistics:

- Understand, implement, and maintain IRC standard procurement policies and procedures. - Ensure that procurement is carried out in accordance with IRC and donor-specific polices. - Receive and update in BvA system all fully authorized Purchase Requests in timely manner. - Obtain quotations from suppliers by preparing and submitting Request for Quotations (RFQs) or Requests for Proposals (RFPs) - Monitor supplier performance and follow-up with suppliers on quality issues and timely delivery of goods. - Ensure that all supplies, services, and equipment required are delivered on time. - Establish and maintenance ethical, professional working relationships with suppliers. - Utilize the online Integra system for Procurement tracking and documentation through workflow. - Provide a timely response to field/requestor with an acknowledgement or an update. - Filling/uploading procurement documents in Supply chain back up folder. - Preparing service and casual contracts. - Following up with the Clearing Agent on all KRA, customs Department documents - Maintain vendor/supplier files as per integra requirements. - Implementation of current procurement SOPs.

Warehousing

- Ensure that all the warehouses are well maintained. - Ensure that updating stock records is done daily on the Integra system, Bin cards and stock cards. - Ensure close follow up on cool boxes, mail bags, assets for repairs from field sites and are shipped back to ensure efficiency in the continuity of program activities. - Make sure that you generate delivery report/Good received Notes/product receipts form for all the items that are locally delivered. - Proper management of stock by applying the FEFO and FIFO rule. - Proper management of the cold chain supplies - Ensure that all stores’ procedures are followed by all staff. - Ensure that there is Controlled access to all IRC stores and ensure that stores premises are secure. - Ensure that the filing system for stores is well maintained. - Ensure that an efficient storage and inventory system is maintained. - Prepare and review monthly inventory reports. - Ensure that an update office, residence, and stores inventory is done monthly. - Ensure that all Logistics Policies and Procedures are followed and adhered to in all transactions. - Carry out periodic training reviews with all logistics staff.

Assets and Equipment Management

- Ensure that an updated asset register and properties are maintained monthly. - Ensure that the updated assets inventory sheets and Integra are well maintained. - Ensure that all IRC assets and equipment are well maintained. - Ensure that all assets that are allocated to individuals are signed off equipment issue form. - Ensure that all IRC premises are well maintained. - Ensure that the movement of IRC assets is tracked, and the necessary documentation is done when an asset changes its status. - Ensure that an up-to-date filing system for all assets is maintained. - Review all monthly asset reports. - Recommend assets for disposal and ensure that the necessary paperwork is prepared.

Other duties/responsibilities

- Proactively provide feedback and updates to requesters on their requests within 48hrs. - Perform other duties, as appropriate or requested by Supply Chain Coordinator/Supply Chain manager/Supply Chain Officer - Any other duties Assigned.

Qualifications

- Degree in procurement, Supply Chain/Logistics management or any other relevant field in Supply Chain from a reputable university. The degree must have been attained in the last 2 years. - A CIPS Graduate Diploma will be an added advantage. - Member of Kenya Institute of supplies management KISM - Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions. - Management ability to lead, motivate and develop staff. - Positive attitude with good sense of humor. - Committed team player. - Ability to sometimes live and work in isolated areas and in conditions of limited comfort. - Excellent computer skills (Word, Excel etc.).

Personal Characteristics:

- Strong sense of personal integrity - Attention to detail. - Ability to multi-task - Team spirit and problem-solving abilities. - Excellent interpersonal and communication skills - Remains productive when under pressure - Demonstrates a systematic and efficient approach to work. - Relates and works well with people of different cultures, gender, and backgrounds.

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of 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, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

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 allowance.

Kenyan nationals are encouraged to apply. International allowances are not available for this position. Salary and employee benefits are compliant to the Kenyan NGO Sector.

IRC is an Equal Opportunity Employer and considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

Disclaimer:

Please take note that International Rescue Committee (IRC) does not ask for any fees in connection with its recruitment processes.