SCOPE:
Under the direct supervision of the Field Coordinator 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 officers-Procurement, Supply Chain Officer (Warehouse Officer), and IT assistant and technically supervise Refugee Camp based Supply Chain Assistant officers -warehouse.
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 staff.
Ensure all field supply chain staff 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 manager for its implementation.
Ensure timely provision of safety equipment and materials including uniforms as deemed necessary.
Procurement management (Goods and Services):
Follow up and update BvA online system. Ensure proper procurement documentation as per IRC filing protocol. Prepare PR&PO tracking and generate appropriate reports from the BvA system.
Ensure that transparent and responsive procurement process is implemented and maintained in Gambella Field Office in line with IRC policy and procedures.
Prepare service and other 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 (Mailed PRs) team and update relevant program managers and Field coordinator.
Ensure that authorized and contracted suppliers/vendors are maintained for all IRC Supply Chain supply/product categories in Gambella Field Office.
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 cycle count check with Supply Chain teams (warehouse officer) 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 and 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 including the motor bike policy are known and respected by all drivers, riders and users.
IT supports:
Ensure the IT system works properly in the field office and recommend possible expansion or access for staff based at various satellite offices.
Ensure that IRC IT protocols are respected by all users.
Requirements/Qualification
Post graduate/Degree in management, accounting, or purchasing and supplies management
Proven skills in Supply Chain, transport operations and mechanics.
Excellent English, Amharic comprehension and communication skills.
Minimum 4/6 years’ experience for post graduate/Degree in Supply Chain and procurement/Supply Chain operation out of which at least 2 years with management position in International NGO or financial institutions.
Good organizational and reporting skills, strong supervisory skills and strong sense of personal integrity
Team spirit and problem solving ability, experience working in remote and hardship areas.
Strong organizational and interpersonal skills
Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, able to coordinate multiple tasks and maintain attention to detail
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.