Supply Chain Manager

Job Description

Background:

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery, and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Position Overview

Supply Chain Manager is responsible for the overall implementation of supply chain task at Gambella field office. The position holder will manage procurement operation, warehouse and asset management and fleet management operation as well as coordinate IR and facility related tasks in the field office. This position reports to Field Coordinator and technically supported by Deputy Director of Supply Chain and will have the following role & responsibilities:

Major key Responsibilities:

1.    Proper procurement management (goods & service) & operation

• Lead proper procurement documentation as per IRC filing protocol. Prepared PR & PO tracking and generated appropriate reports from the BvA system.
• Ensure that transparent and responsive procurement process is implemented and maintain in Gambella Field Office in line with IRC policy and procedures.

• Ensure service 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 (e-mailed PRs) team and update relevant program managers and Field Coordinator.

• Lead to have MPA/MSA for major category of goods and service used.

• Support field office team to utilize MPA/MSA managed procurement of goods and services.
• Support preparation of procurement plan and spending plan for active grants.
• Actively participate in all grant opening, review and closing meetings and provide constructive and informed comments and suggestions.
• Lead and ensure procurement contracts terms and conditions are as per IRC terms and conditions for all procurement.
• Ensure all field office goods and service needs are timely delivered.
• Ensure all grants allocated budget for operation are managed properly and timely manner.

2.    Effective and Efficient Warehouse and Assets management

• Lead and maintain standard IRC inventory management policies and procedures.
• Lead all IRC assets management (tracking) is done as per the IRC and Donors’ policy and Management (including record keeping).

• Lead and facilitate monthly and annual (year-round) warehouse inventory including cycle count with Supply Chain teams and reported to Deputy Director of Supply Chain, field coordinator and shared to field office staff.
• Ensure all property management and documentation of receipt, handling, storage, and release and reporting of goods is underway through IRC warehouse policy.
• Provide technical support programs and operation team as well as the field coordinator on potential inventory shortage or excess.
• Ensure the maintenance of the warehouse building, fittings and equipment and the following safety procedures are in place.
• Closely follow assets status at field office level. Identified assets under IRC custody needing tag and tracking.
• Process disposal of not useful items to other parties.

•  Advise on timely utilization of program materials.

3.     Effective and efficient fleet operation

• Manage the field office fleet allocation and ensure that all sites/sectors have reasonable access to vehicles.
• Manage timely vehicle maintenance and service, followed up fuel utilization and kept appropriate records as well as documentations.

• Closely supervise the vehicle service and transport 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.
• Ensure cost effective vehicle allocation was arranged at the field office.

• Ensure vehicle maintenance is properly recorded and held.

• Manage one vehicle, one driver policy was established.

4.     Maintain Proper IT Supports

• Ensure the IT system works properly in the field office.
• Follow up maintenance of IT equipment at the field office.     
•  Lead that IRC IT protocols are respected by all users.
•  Ensure e-mail usage knowledge was transferred to IRC staff.

5.     Facility Service

• Lead upgrading of facility service and maintained with good quality.
• Properly follow up compound lightening work.
• Manage and mentor staff under supervision.

6.    Policy implementation and compliance:

• Ensure adherence to IRC policies and procedures for fleet, warehouse, and assets.
• Ensure compliance with policies to be documented through systematic and random verifications of policy implementation and Supply Chain records.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

• Promptly inform field coordinator and Deputy Director Supply Chain any areas of concern for potential or suspected violations of policies and procedures.
• Ensure there are no negative audit observations/findings related to his/her sub-departments.  If required, corrective actions plans are developed & implemented to address audit findings.
• Ensure that all IRC Ethiopia Gambella field office practices are compliant with global IRC and donor policies.

• Ensure IRC WAY and the organization policies are implemented accurately, and SC department employees are aware of the how-to raise concerns.
• Ensure all SC department staff attend mandatory trainings, particularly as related to Gender awareness, Safeguarding, SEA, Fraud awareness/prevention and Safety and Security.

7.     Proper Human Resource Management

• Responsible for supervising twenty staff: officers assistants, drivers, security guards.
• Undertake timely performance objectives setting, regular reviews, regular department meeting.

• Build capacity of staff under supervision based on the identified gaps.
• Conduct one-on-one meetings at least fortnightly with direct supervisee & ensure others do the same.
• Filed visit at list once in a month & provided technical input for the field team & provide on job support on the financial management of grants.

8.     Reporting

• The SC manager is responsible for submitting high quality weekly and monthly reports of the department.
• Submit procurement report to Deputy Director of Supply Chain and field coordinator on time and with required quality and standard.

9.     Accountability to Clients and other stakeholders

• Ensure the IRC Way is put into practice at work.
• Respond to clients, partners, and colleagues’ feedback and complaints.    

10.  Gender equality and protection 

They are expected to contribute to the IRC’s global agenda of gender equality in the workplace and in programming. This could mean making the right decision using gender lens during recruitment, promotion, termination, and other actions. Contribute to a workplace that is inclusive for all staff and avoid any form of discrimination. Play good role to support the field office and country office by sharing any related concerns timely or suggesting best ways to attain equality and protection sensitive work environment (The IRC Way).

Job Requirement

• Bachelor’s Degree required.
• Advanced professional certification in supply chain management and/or emergency response management strongly preferred.
• At least 4 years of experience in handling humanitarian supply chain.
• Strong ERP roll out and management skills.
• Confirmed ability to develop and roll-out supply chain policy and SOPs.
• Clear training and mentoring ability.
• Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines:

Demonstrated Skills and Competencies

• Have a high degree of flexibility and ability to work under sometimes acute hardship conditions against tight deadlines.
• Strong computer and software skills, including Microsoft Office applications, other SC tools.
• Ability to lead teams.
• Change management.
• Risk management.
• Decision-making capability.
• Cross-Functional collaboration.
• Task based management system ability.
• Result Focus.
• Effective Communication.
• Problem-Solving ability