ORGANIZATIONAL DESCRIPTION:
The International Rescue Committee (IRC) is one of the largest humanitarian agencies in the world, providing relief, rehabilitation and post-conflict reconstruction support to victims of oppression and violent conflict. IRC has worked for over seven decades and today is involved in over 25 conflict zones in the world. We address both the immediate, life saving needs of conflict-affected people in an emergency and the reconstruction needs in post conflict societies. IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and thorough accountability to those we serve. The IRC is an international agency with offices in London, New York, and Geneva.
Summary of duties and responsibilities
Under the direct supervision of Camp Manager the SC assistant is responsible for day to day management and operation of field based procurement of goods and services, working closely with the FO Supply Chain team ensures proper operation of vehicles, proper warehouse and inventory management, effective and timely procurement of materials and services at the Field/camp level within the authorization framework. He will be responsible for timely preparation and reporting of procurement activities .He also supervises and coaches staff under his supervision.
Responsibilities:
Responsibility1. Procurement of materials and services
a. Procures materials and services at the camp level in compliance with IRC procurement policy and procedures
b. Ensures timely payment to suppliers
c. Ensures quality, quantity and timely delivery of procured materials and timely completion of small contracts at camp level
d. Assesses price and availability of materials in the surrounding towns to enable local purchases
e. Assists program staff in completing PR for every purchase
f. Provides local materials and services price information to programs
g. Assists programs to make timely amendment of PR as necessary
h. Assists programs in providing specifications of materials when requested
i. Handles PR tracking for all PRs that are sent to AA main Office.
j. Ensures that camp level procurement of materials and services, and their documentations are inconformity with IRC current procurement threshold policy
Responsibility 2: Warehouse management
a. Supervises and ensures proper receipt of materials by the storekeeper
b. Supervises and ensures proper release of materials from the warehouse
c. Supervises and ensures proper management of inventories in the warehouse
d. Supervises and ensures that all materials in the warehouse have BIN Cards and stock cards are well managed
e. Ensures proper delivery of the procured materials to the warehouse
f. Facilitates physical inventory counts and spot checking
g. Makes sure that there is always sufficient space for material storage in the warehouses
h. Ensures that materials released from warehouses are well documented and reached the end users
Responsibility 3: Vehicle management
a. Ensures that daily vehicles check-list is carried out as per IRC policy and procedures
b. Ensures that vehicles regular maintenance schedules are maintained
c. Monitors vehicle utilization efficiencies
d. Monitors vehicles fuel utilization efficiencies
e. Handles vehicle allocation to programmatic activities and maintains the swap system between the camp and Assosa FO.
f. Ensures IRC policy in vehicle movement including time of movement, parking, and cleaning of vehicles
g. Maintains sufficient availability of log sheets and proper recording of information
Responsibility 4: Security management
A. Plans and implements security guards shift
B.Supervises performance of security guards
C.Ensures that security guards uniforms are timely provided
B. Ensures safety of IRC properties and facilities are well maintained
Responsibility 5: Asset and office equipment management
a. Ensures proper recording and labeling of assets
b. Ensures proper utilization of assets at the camp level
c. Ensures proper completion of equipment issue before release of equipment from the warehouse
d. Handles maintenance of office equipment and office machines
e. Ensures proper handing over of assets and equipment by the staff at point of departure
f. Ensures proper transfer and recording of equipment and office machines/computers and others/, furniture etc. from one person to the other
Responsibility 6: Responsibility of disposal reporting
a. Makes record of obsolete/expired/damaged materials and equipment and reports to the FO logistics manager requesting for disposal
b. Handles proper disposal of materials and equipment when getting approval for disposal
c. Prepares disposal reports immediately after approved disposal
Responsibility7: Reporting
a. Prepares and submit regular reports to Assosa FO SC department as specified by IRC reporting policy
b. Prepare bi-weekly recent procurement status reports and disseminate to respective program persons for action
c. Prepares and submits monthly PR-PO matrix and Open PR reports to Assosa SC as per the mandatory reporting schedules.