Position- Supply chain Manager - Warehouse and Transport Location- Addis Ababa Length of Employment- Open Salary & benefits- ETB189,784.00 – 209,237.00/year, based on the candidate’s qualification, experience and previous earning history plus 15% of Transport allowance. Posting Date- August 26, 2014 Closing Date- September 05, 2014 Vacancy Code- 01/312
SCOPE/JOB PURPOSE:
Under the direct supervision of the Supply chain Coordinator, the Supply chain Manager –warehouse, Asset and Transport is responsible for the efficient coordination and management of all transport, fleet, and equipment management functions and inventory management for IRC’s Ethiopia program. The position will also be responsible for the standardization of policies and good fleet management practices across all the field sites and will require regular travel to provide technical support to the field-based fleet management staff, warehouse management works as per IRC policy and donor requirement with proper planning, coordination, organizing and provision of appropriate and high quality supply chain service on transport , warehouse and asset management to the country office.
DUTIES AND RESPONSIBILITIES:
Work with the Supply Chain Coordinator to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies.
Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.
Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel.
Evaluate, manage and monitor drivers.
Supervision of IRC mechanics and general management of vehicle spare part stores and garage
Focal point for all purchases in Transport department. Raising PRs for vehicles spare parts and vehicle repairs.
Manage the vehicle pool (if applicable).
Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.
Ensure the correct and timely routine maintenance and repair of IRC vehicles and generators.
Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles log books are accurately filled
Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc.
Ensure all vehicles are properly cleaned on daily basis.
Signing on vehicle fuel forms for refueling and keeping accurate record and monitoring system on fuel consumption.
Work with the Supply Chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements.
Ensure that all vehicles are secure when not in use.
Be familiar with local regulations / laws.
Understand, implement and / or maintain standard IRC inventory management policies and procedures.
Train warehouse staff as required.
Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s).
Advise the Supply Chain officer, manager /coordinator of potential inventory shortages
Manage casual laborers in the warehouse.
Ensure the maintenance of warehouse building(s), fittings and equipment.
Implement and ensure clear safety procedures.
Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.
Advise the Supply Chain officer/coordinator of warehouse-specific issues or improvements
Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities.
Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
Ensure that accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.
Responsible for arranging and overseeing the air transportation of goods in accordance with IRC procedures.
Prioritize dispatch needs in conjunction with program.
Prioritize air cargo transport in coordination with the program department and field sites.
Where necessary organize or carry out the transportation of goods to the carrier premises for onward air shipment.
Supervise the airfreight loading and documentation follow up.
Monitor security of IRC’s storage and supplies.
Make sure the warehouse officer Receive completed store’s request forms and prepare the goods for issuance.
Ensure goods, equipment are signed for received on the request form (office expendables) or waybill (all other items).
Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.
On a monthly basis, work with the Supply Chain Coordinator to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms.
Update the stock record cards regularly.
Conduct routine inventory inspection and submit report to the Supply Chain Coordinator in a timely manner.
Facilitate all customs issues on air shipments.
Supervise customs document follow-up and filing.
Make sure and supervise Maintain full and accurate inventory records.
Undertake (documented) monthly and ad-hoc physical inventory checks.
Provide on-time, standard monthly reports to the Supply Chain Coordinator
Perform other related tasks assigned by supervisor. Conduct any other relevant activities or duties as deemed necessary by the Supply Chain coordinator.
Responsible to Implement IRC Assets management (registration, control and tracking) system as per IRC’s standard Asset policy and procedures
Keep an up-to-date list of all assets and the inventory items for IRC Ethiopia in compliance to IRC Asset and donor policy
Responsible to ensure proper tracking of Asset maintenance & repair costs for Addis & field offices
Coordinate with field logistics to monitor assets movements and changes through assets tracking methods and ensure proper control of all equipment at all times. Head of field logistics are your focal points.
Conduct regular physical checks semi- annually on the assets and inventory items of IRC Addis & field offices as per the IRC policy
Produce quarterly and annual assets reports precisely.
Act as focal point for IRC maintenance and repairs of assets.
Implement a disposal plan in accordance with IRC policy for unserviceable assets and expired/damaged stock, following donor regulations.
Ensure that all field sites receive timely and quality service on their requests for repairs and maintenance
Responsible to maintain proper Compound lease tracking for the country office
Ensure that the structure of the compounds, electricity, water supply, power supply, equipment, are in working order and any faults are reported and repaired promptly
Responsible to ensure that payments are effected timely for office & guesthouses utility, telephone bills and maintain updated cost tracking
Responsible to keep updated cost summery tracking for utility and telephone for all IRC Addis compounds
Responsible to ensure asset documentation kept properly as per IRC policy
Responsible to ensure timely actions for obsolete assets in store for disposal
Responsible to ensure & coordination with Transport manager on shipment of assets in transit to field sites timely & safely.
Responsible to supervise the IRC and company guards, manage their timesheets, monthly payments, replacements of guards while they are on leave, recommend better ways for expat staff house security management.
Perform other procurement and procurement related jobs assigned by supervisor
Job Requirement
Requirements/Qualification
MA/BA Degree in Management, Business Administration, or Purchasing and Supplies Management.
Minimum 6 years experience for BA holders and 3 years of experience for MA holders in Supply Chain operation,
At least three years of experience in supervisory level.
Auto mechanic background is a plus.
Proven management skills are necessary,
Supply Chain experience with an international NGO is preferred.
Proven skills in Supply Chain, transport, Warehouse and Asset management.
Excellent English, Amharic comprehension and communication skills.
Good organizational and reporting skills.
Strong sense of personal integrity
Team spirit and problem solving ability
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