The IRC is a non-governmental organization operating in 40 countries in the world. IRC started operation in Ethiopia in year 2000, currently working in seven regions in providing relief services to refugees, victims of drought, and war affected populations.
WE WORK WITH THE BEST
WORK FOR IRC
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive, recover, and rebuild their lives. The IRC has been working in Ethiopia for over 15 years implementing emergency and resilience programming in the areas of WASH, education, livelihoods, reproductive health, gender-based violence, and child and youth protection and development. In 2017, IRC provides services to approximately 405,200 refugees in 20 camps and more than one million vulnerable Ethiopians in seven regions.
SCOPE:
Under the direct supervision of the Field Manager and technical support from the Supply Chain team of country office, Supply Chain Manager is a Middle level management position which requires high Caliber leadership and operational skills. The position holder is expected to work smoothly and with integrity among field based Program and Operation team as well as with Addis Supply Chain team.
DETAILED RESPONSIBILITIES AND TASKS:
Human power management:
· Directly manages Supply Chain officer, assistant Supply Chain officer (Warehouse and asset management), and procurement assistant officer.
· Proactively identify staff needs based on proper job evaluation and expansion of programs and consult with relevant person for its implementation.
· Train and Mentor Supply chain team members and orient new staff on matter related to IRC Supply Chain policy and procedures. Organize and conduct regular training on IRC Supply Chain policy and procedures for field based program and operation staffs.
· Ensure all field Supply Chain staffs have clear Job descriptions, KPO and evaluated as per the organization policy and procedures
· Ensure timely payment of OT for staff under supervision in collaboration with Admin/HR and Finance.
· Ensure proper staff coordination, motivation and disciplinary measures are taken as deemed necessary.
· Make sure that appropriate IRC grievance handling mechanism is known and respected within the Supply Chain team.
· Prepare and submit updated staff development plan for Supply Chain team and consult with HR/Admin and the field coordinator for its implementation.
· Ensure timely provision of safety equipment and materials including uniforms as deemed necessary.
Procurement management (Goods and Services):
· Follow up and up date Prologs database and online Budget Vs Actual (BVA) . Ensure proper procurement documentation as per IRC filing protocol. Prepare PR&PO tracking and generate appropriate reports from the prologs.
· Ensure that transparent and responsive procurement process is implemented and maintained in the Field Office in line with IRC policy and procedures.
· Prepare service and lease contractual agreement to be signed as per IRC Ethiopia authorization level and make sure that terms and conditions stated in the contract are fulfilled during implementation.
· Establish and implement appropriate PR tracking mechanism within the field office and country office Supply Chain (faxed PRs) team and update relevant program managers and Field Manager.
· Actively participate in all grant opening, review and closing meetings and provide constructive and informed comment and suggestion.
· Ensure procurement contracts term and conditions are as per IRC terms and conditions for all procurement.
· Ensure procurement report to Supply Chain coordinator and field coordinator are done timely and with required quality and standard.
· Regular communication, coordination and planning with the relevant requesting staff /programs regarding the order and delivery of supplies.
· Establishment and maintenance of ethical, professional working relationship with suppliers and timely information exchange with finance to inform the suppliers regarding emerging work modalities (jointly organize meetings with suppliers as deemed necessary).
· Manage the operation sector budget along with the tracking which includes involvement in preparation of operation sector budget.
· Ensure support sector office supplies are made available timely.
Warehouse and Assets Management:
· Ensure, Understand, implement and/ or maintain standard IRC inventory management policies and procedures.
· Ensure that all IRC assets management (tracking) is done as per the IRC and Donors’ policy and Management (including record keeping and updating on Prologs).
· Ensure monthly and annual (year round) warehouse inventory including spot check with Supply Chain teams (store keeper) and report to Supply Chain coordinator, field coordinator and share to other programs.
· Make sure proper management and documentation of receipt, handling, storage, release and reporting of goods through the IRC warehouse.
· Advise programs and operation team as well as the field coordinator on potential inventory shortage or excess.
· Identify training needs of the warehouse staff, organize and conduct regular refresher training for the warehouse staff.
· Ensure the maintenance of warehouse building, fittings and equipments and clear safety procedures are in place.
Transport or Vehicle Management:
· Oversee the management of field office fleet allocation and ensure that all sites/sectors have reasonable access to vehicle.
· Ensure the timely vehicle maintenance and service including motor bikes; follow up fuel utilization and keep appropriate records or documentations.
· Closely supervise the vehicle, service, transport, lease sector activities are run properly in accordance with IRC policy and procedures.
· Ensure that IRC transport or vehicle policies are known and respected by all drivers, and users.
IT supports:
· Ensure the IT system works properly in the field office and recommend possible expansion or access for staffs based at zonal level.
· Ensure that IRC IT protocols are respected by all users.
· Coordination and collaboration
· Ensure that good team work and strong work collaboration exists within the SC departments and with other departments
· Ensure strong team work and effective communication internally with all IRC staff, service providers and beneficiary
· Ensure the SC department team in the field office are exercise high level of professional code of conduct and done free from personal interest
Conduct any other relevant activities or duties as deemed necessary by the field Manger and Supply Chain coordinator.
- MA/BA Degree in logistics, Supply chain management, Accounting or any other relevant field of study.
- Minimum of 6 years of working experience for BA Degree holder and 4 years working experience for MA holder.
- 6 years of relevant experience with the first degree and 4 years of relevant experience plus post graduate degree holder.
- At least 2 years management experience.
- NGO experience is a plus.
Skills Required
- Excellent communication and organizational skills, ability to determine priorities and attention to detail a must.
- Ability to deal with professional people from programs, operations and finance backgrounds.
- Excellent written and spoken English.
- High-level skills in Word and Excel. Skills in PowerPoint and other applications is an advantage.
- Ability to analyze and synthesis a variety of material in a fast-paced environment.
- Ability to work on their own, a self-starter with high energy levels and the capability to work within a multi-cultural team and able to work at harsh environment.