Supply Chain Manager job at International Rescue Committee (IRC) | Apply Now

Specific responsibilities include:

Procurement

• Collaborate with teams to strengthen procurement planning, development of item forecasts and coordinate strategic sourcing activities for delivery of program needs in an efficient manner.

• Ensure that all goods and services are accountable, competitiveness and transparency of procurement processes of IRC’s systems, policies, and procedures, to support programs to deliver results at impact and scale for the clients.

• Provides technical and strategic support to the country program to increase Procurement capacity and to achieve the operational goals of the Country Supply Chain team.

• Manages and provides technical supervision in the use of Integra and related Enterprise Resource Planning Systems.

Compliance

• Monitor all Procurement Standard Operating Procedures to ensure that they are being used in all transactions.

• Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Supply Chain Coordinator.

• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

• Promptly inform the Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures.

• Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.

• Ensure that issues of compliance are standardized across all field sites.

Procurement operational support

• Responsible for creation and management of the list of Master Purchase/Service Agreements and Authorized Suppliers, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff.

• Review and upload Item Forecasts in Integra

• Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted (MPA/MSA) Suppliers.

• Manage Contracted (MPA/MSA) and Authorized Suppliers in terms of quality, delivery time, value for money, etc.

• Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money.

• Focal point for all international procurement

• Prepare Requests for Proposal and manage contract/tender processes

Inventory Management

• Ensure implementation of IRC inventory policies.

• Ensure the smooth running of the country office-based warehouse and optimum stock levels are maintained.

• Produce grants ending and year ending inventory report in a timely manner.

• Conduct spot checks and supervise inventory counting as per IRC SOPs.

Assets Management

• Ensure Implementation of IRC Asset policies.

• Ensure assets are maintained timely and are safe to use, all maintenance documented.

• Ensure assets are tracked properly, tagged at the delivery and the asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.

• Ensure that Fixed Asset records are timely updated in Integra by the asset focal person.

• Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.

Documentation and Reporting

• Follow up with relevant units, internal or external, on documents and ensure all procurement records are complete and accessible.

• Consolidate and submit country supply chain monthly reports and any other reports as required.

• Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy.

• Extract from Power BI the status of commitments, invoices and inventory report and share with field staff on a weekly basis.

• Lead on end of grants spend reviews to ensure the organization doesn’t have over or under expense.

• Analyze Item Forecasts and extract Open Lines in integra to ensure that all procurement is carried out efficiently and in a timely manner. No delays and aging PRs.

Training & capacity building

• Organize Procurement trainings for both program and operations staff on a regular basis.

• Develop and maintain an effective orientation package and ensure that new staff members are appropriately orientated on Procurement policies and procedures in a timely manner.

• Ensure that the Procurement department maintains cooperative relations with other departments and interacts with them in a positive manner.

• Identify training needs for Procurement/ Supply Chain staff, Procurement Committees and make recommendations to the Supply Chain Coordinator for adequate support.

Staff Supervision

• Set clear performance objectives for staff you supervise and ensure that they are understood.

• Conduct interim performance reviews every six months and hold one-to-one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met.

• Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures.

• Ensure that staff annual leave is tracked and planned and that there is sustainable coverage and backup for all staff going on leave. Review and approve/endorse time sheets of your staff monthly and travel and leave requests when the requests are made.