Supply Chain Officer needed at International Rescue Committee

Job Overview/Summary

Supply Chain Officer is a key position for the success and delivery of quality programs. IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, including planning, procurement, logistics, inventory management, property and asset management, and vehicle and fleet management.

The Supply Chain Officer is responsible for supporting the Supply Chain functions to ensure efficient procurement and delivery of supply chain functions in the field office.

Major Responsibilities

Under the direct supervision of the Field Coordinator with technical guidance from the Logistics Manager, Assets Manager and the Senior Procurement Manager as well as the Supply Chain Coordinator, the holder will be responsible for the following:

Supply Chain Planning

The Supply Chain Officer is responsible for working closely with internal and external stakeholders to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes:

• Develop procurement plans for active grants, in collaboration with sector leads and internal/external stakeholders to support program implementation.
• Provide support to Program staff on developing Item forecast
• Ensure program teams develop distribution plans for supplies and assets of closed grants in the warehouses.
• Ensure that the supply chain department is well-staffed and that the roles and responsibilities of each have clear job descriptions.
• Preparing procurement plans, warehousing plans, transport plans, and distribution plans.
• Implementing all IRC procurement SOPs
• Develop sourcing strategies and relationships with suppliers.
• Monitor the supply market and conduct market surveys & analysis.

Procurement

• Responsible for implementing procurement plans & strategies and ensuring all program procurement needs are met on time in accordance with GSC and donors’ standards
• Support in the development of procurement specifications
• Processing approved Purchase requests through the procurement software (Integra) and ensuring data accuracy.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that are transparent and documented.
• Demonstrate value for money in procurement.
• Review procurement documents for accuracy before taking payment for approval.
• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports
• Support in the development of procurement specifications and scope of work.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures
• Review procurement documents for accuracy before submission for review and approval.
• Monitor the assigned procurements to ensure timely and efficient execution.
• Ensure effective communication between the operations team, requestors, and suppliers
• Develop and implement category sourcing strategy
• Prepare, review, and utilize Procurement contracts, including Master Agreements (MPA, MSA) for purchases

Inventory, warehousing, and Assets Management

• Be accountable for periodic cycle counts as per the standard operating procedure to ensure that the stock management system is adhered to by the staff/storekeepers.
• Lead in conducting fiscal year-end stock inventories and ensuring that an effective stock inventory report is produced for the Monguno office.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grants or expired items in the warehouses.
• Provide ongoing training and support to base warehouse staff/Storekeepers in their relevant functions and reporting.
• Oversee warehouse operations in Monguno ensuring proper stock-keeping records, storage conditions, security, and facility maintenance.
• Provide support to warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching, and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances for the Monguno office.
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, professionally managed, and documented.
• Be accountable for all daily material receiving and releases from the warehouses IRC utilizes in Monguno.
• Responsible for performing and supervising all warehouse-related tasks on MS Dynamics 365 (Integra).
• Ensuring that Segregation of duties is maintained across all levels of the logistics function of the warehousing
• Responsible for all warehouse documentation and proper achieving of files on box folders online and maintaining a good hardcopy filling system.
• Responsible for all transactions with external warehouses such as the Monguno Common Storage.
• Responsible for providing support to the program in performing Integra functions that will relate to the warehouse for Monguno.
• Ensure proper tracking, maintenance, and recording of all IRC assets in the Monguno office, which will lead to an accurate asset database at all times.
• Ensure that each staff member in Monguno is accountable for every asset assigned to them through the use of the Equipment Issue / Receipt forms.
• Implement maintenance systems and procedures for assets, including follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to assets officer and assets manager for review.
• Liaise with the Assets officer & Assets manager to recommend disposal of assets in Monguno is reviewed and implemented annually as per IRC and donor requirements regulations.
• Ensure that all movement of IRC Assets in/out of Monguno is properly done with all transfer documentation duly filled and approved.

Logistics and Fleet Operations

• Oversee the management of the transport fleet & generators for the Monguno office.
• Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and the Field Coordinator.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage, and spare expenditures by vehicle& generators for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all IRC vehicles & generators in Monguno according to IRC policy.
• Responsible for general vehicle inspection for all rented vehicles before engagement.
• Responsible for weekly and monthly vehicle inspections for both IRC own and IRC rented vehicles.
• Ensure that all vehicle contracts are tracked and adhered to contracting terms.
• Responsible for processing of driver’s transport subsidy in compliance with the policy.
• Responsible for drivers’ assessment and ATC tracking.
• Responsible for processing all end-of-vehicle contract documentation for payment.
• Any other duties or tasks delegated by his/her supervisor.

Compliance

• Identify, document, and timely report any IRC procurement deviations following the mechanism in place for appropriate follow-up.
• Ensure all staff (international and national) are familiar with and comply fully with the IRC Way policies.
• Implement and sustain segregation of duties in procurement and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by the country office.
• Develop and support the implementation of improvement plans.
• Promptly Inform the Field Coordinator of any areas of concern or potential or suspected supply chain policy violations.
• Provide constructive support to other functions to ensure effective compliance to policies & procedures.
• Implement discrete, time-bound Supply Chain initiatives that improve performance or compliance (i.e. implementing a post-audit corrective action plan);

Staff Performance Management, Learning & Development:.

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity-building approaches to build the strengths of the team in Monguno.
• Coach, train, supervise, and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage all timesheets, attendance, and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, at least monthly.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of a succession plan and nationalization goals, identify, train, and develop the capability and capacity of national staff to successfully transition roles and responsibilities, by the end of the assignment.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures and communicates through word and example a high standard of compliance with all applicable policies and regulations.

Key Working Relationships

Position Reports to Field Coordinator

Indirect/Technical Reporting: Logistics Manager, Assets Manager and Senior Procurement Manager

Position directly Supervises: Maintenance Assistant, Storekeeper, and 2 Drivers

Key Internal Contacts:

• Country Program:  Regular relationship with the Field Coordinator, IRC Monguno Sector Leads, and Country Supply Chain staff
• Region/Global: Regional Supply Chain Director and Global Supply Chain Risk and Compliance

Key External Contacts:  Vendors, Partners, Contractors, and Consultants

Qualifications

• Education: Bachelor’s Degree required (Supply Chain Management, Business Management, Business Studies, Administrative Studies and similar management courses)

Work Experience:

At least 3 years of experience in handling humanitarian supply chains.

• Strong ERP rollout and management skills;
• Demonstrated 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 Technical Skills:

• Have a high degree of flexibility and ability to work under sometimes extreme hardship conditions against tight deadlines.
• Strong computer and communication equipment skills, including Microsoft Office applications.
• Ability to lead teams
• Change management
• Risk management
• Decision-making capability
• Cross-functional collaboration
• Conflict resolution skills
• Strategic thinking
• Result Focus
• Effective Communication
• Problem-Solving ability

Languages: 

• Fluency in local context language is highly desirable: Hausa, Kanuri, Shuwa, Fulani.
• Excellent verbal and written communication skills, fluent in written and spoken English language.

Computer/Other Tech Requirements:

• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint.  Add position-specific (e.g. accounting software, statistical software, etc.).
• Proficient in the use of MS Dynamics 365 ERP software.

Ability to Travel: 5% of time if applicable