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Stores/Assets

• Understand, implement and / or maintain standard IRC inventory management policies and procedures.
• Manage and document the receipt/ handling, storage, release and reporting of goods through the store(s).
• Advise supervisor on potential inventory shortage.
• Manage casual laborers in the stores.
• Ensure the maintenance of store(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 Field Manager of store-specific issues or improvements.
• Maintain the store’s activity book recording all outgoing and incoming receipts and activities.
• Monitor security of IRC’ s storage and supplies.
• Receive completed store request forms and prepare the goods for issuance.
• Ensure goods and equipment are signed for received on the request form (office expendables) or waybill (all other items).
• Prepare a monthly report on assets and the expendables Warehouse outlining all stock movements remaining balances and maintain registers.
• On a monthly basis, work with the Field Manager to reconcile the Warehouse register.
• Update the stock record cards and Database regularly.
• Conduct routine inventory inspection and submit report to the Field Manager in a timely manner.
• Maintain asset and store records; ensure regular updates including details of the Asset, transferred, asset repaired, Asset breakdowns etc.
• Ensure that all Asset are tagged and labeled as per IRC asset policy.
• Ensure that there is proper record management of the store, and the records are accurate and updated.
• Correctly manage and account for all incoming and outgoing stock by using well-maintained and detailed documentation.
• Store management, ensure cleanness, orderly storage of items, custodian of the store keys.
• The different store and Asset policies and required documentation are followed and in place at all times.
• Correctly manage and account for all incoming and outgoing stock by using well maintained and detailed documentation, good, received note, store releaser waybills, bin cards etc.

Transport

• Work with the Transport Manager 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 hired drivers.
• 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 daily checklists file and ensuring that Vehicles logbooks 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.
• Prepare weekly and monthly report on transport department and discuss with the Field Manager.
• Requesting fuel forms for refueling and keeping accurate record and monitoring system on fuel consumption.
• Work with the Field Manager 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.
• Any other duties may be assigned by the supervisor.

Procurement

• The implementation and / or maintenance of standard IRC procurement policies and procedures.
• Ensuring that procurement is carried out in accordance to IRC and donor-specific polices.
• Attend all the procurement committee meetings.
• Coordination with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensuring that a transparent and responsive procurement process is implemented and maintained.
• Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensuring that all Supplies, services and equipment required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Maintain supplier information for regularly purchased items and be informed of current local market conditions.
• Support and provide the appropriate trainings for procurement and program staff as required.
• Advise the Field Manager on procurement-specific issues or improvements.
• Any other duties or tasked delegated by Field Manager.