Senior Supply Chain Manager Job - International Rescue Committee (IRC)

Job Title: Senior Supply Chain Manager

Organisation: International Rescue Committee (IRC)

Duty Station: Yumbe, Uganda

Reports to: Supply Chain Manager

About US:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 25 U.S. cities, we improve outcomes in the areas of health, safety, economic wellbeing, education, and power.

Job Summary: The Senior Supply Chain Manager is a key position to the success and delivery of quality programs. Supply Chain entails all the systems and functions necessary to implement programs effectively, inclusive of planning, procurement, inventory management, constructions, property, and asset management as well as vehicle and fleet management. The SSCM is accountable for the design, planning, execution, and monitoring of supply chain activities at the Yumbe field site. Duties shall be executed in compliance with the global IRC supply chain policies and procedures.

Key Duties and Responsibilities:

Supply Chain Planning:

The Senior Supply Chain Manager (SSCM) is responsible for providing oversight to supply chain operations (procurement, inventory management, fleet management) in Yumbe. SSCM plays critical roles in developing supply chain plans to support program implementation while working in close collaboration with internal supply chain and program staff and external stakeholders that include: UNHCR, OPM, and AIRD workshops.
Supply chain planning includes updating and uploading of Item forecasts/procurement plans for all active grants in both Yumbe and Imvepi, warehousing plans, transport plans, staffing plans, distribution plans and training plans for supply chain workforce in the region.
Ensure item forecast/procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.
Ensure that program teams develop distribution plans for supplies and assets in order to eliminate inventory remaining in the warehouses after grants closure.
Coordinate with warehouse staff ensuring that there is sufficient spaces in the warehouses before sending program supplies to the field sites.
Ensure supply chain staff training and capacity-building plans are developed as part of the PMEs and incorporated into the budgets.
Ensure that supply chain department in the 2 locations of Yumbe and Imvepi is well staffed and roles and responsibilities of each have clear job descriptions.
Support the program team in setting up as per programmatic needs.
Regularly use SCAT to understand staff capacity issues and develop actionable supply chain improvement plans to address the gaps identified. The report must be shared with SMT on bi-annual basis.

Also Read: Program Officer Job – PATH

Procurement Management:

The SSCM owns, manages, and drives IRC procurement strategies, policies, and procedures. He/she ensures all program procurement needs are met on time in accordance with IRC Global Supply Chain (GSC) standards.
Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.
Ensure review and execution of procurement contracts in timely fashion.
Ensure Implementation of supply chain SOPs in the field offices of Yumbe and Imvepi.
Ensure supply chain monthly and quarterly reports are accurate and submitted on time.
Organize procurement training sessions for procurement / tender committees in the field offices and non-supply chain staff if deemed necessary.
Review procurement documents before payments.
Ensure all suppliers/service providers Information, history and performance are filed and kept confidentially in the 2 offices.
Ensure supply chain officers conduct Market Survey and analysis quarterly and share with program team and field Coordinators/ Managers.
Identify fraud and corruption red flags and address in timely manner.
Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
Ensure effectiveness, uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures.

Inventory Management:

The DSCC is responsible for managing and controlling all inventory and warehouses operation in the Yumbe field office and ensuring excellent records keeping, implementation of inventory standard operating procedures and control as provided by relevant SOPs.
Ensure implementation of IRC inventory policies in all the feild office.
Produce grants ending and year ending inventory report in timely manner.
Regulary and check warehouses/stores records and safety as per IRC standard Supply Chain Assessment Tool (SCAT).
Conduct spot checks and surprise inventory counts as per IRC SOPs.

Assets Management:

The SSCM is responsible for maintenance, safe keeping and records of IRC program assets and equipment in Yumbe He/she is responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors’ rules and regulations.
Ensure Implementation of IRC Asset policies in the field offices.
Ensure assets are maintained timely and are safe to use, all maintenance documented.
Ensure assets are tracked properly, tagged at the delivery and asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.
Ensure that Fixed Asset records are regularly updated in Integra by Asset responsible person.
Plan for asset replacement as their service life coming to an end ensuring sufficient funds are budgeted for replacement.
Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.
Ensure spot-checks are done systematically, documented, and reported for all IRC assets, inventory, and equipment at least once a year.

Vehicles Management:

The SSCM is responsible for overseeing and coordinating IRC fleet and transportation activities in west Nile, ensuring that all IRC fleet operations are conducted in adherence to IRC vehicles policies and procedures including, vehicles movement, maintenance, and reporting accuracy.
Review regularly fuels consumption and vehicle utilization management. Based on analysis, plan for increase/decrease of number of vehicles if necessary.
Review and share vehicle monthly reports and provide the necessary support to the supply chain staff.
Review and share UNHCR fuel accountability reports and ensure accurate records of Master vehicle and motorcycles are maintained.

Compliance and Ethics:

The SSCM is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans, and ensuring all supply chain activities are conducted in ethical manners.

Learning and Development:

The SSCM is responsible and accountable for overseeing all supply chain learning and development initiatives in West Nile region and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.

Programs Support, Strategy and Business Development:

Support the Finance team in the development and updating of the Field operating budget, in coordination with the Field Coordinator.
Provide added support to program coordinators/Managers as required.
Provide input including operational risk analysis and recommendations to the Field Coordinators and Finance Managers related to operations spending and effectiveness of field level reporting and planning systems.

Working with Partners:

Participate in partner project capacity reviews (PPCRs) and any required partner due diligence related to supply chain functions in accordance with IRC’s PEERs process.
Participate as key staff in Grant Opening Meeting, Project Implementation Meeting, BvA meetings, Grant Closure Meetings.
Ensure delivery of supply chain specific training and capacity support for partners in accordance with approved partner capacity development plans.

Qualifications, Skills and Experience:

The applicant for the International Rescue Committee (IRC) Senior Supply Chain Manager job must hold a Bachelor’s degree in Supply Chain Management, Information Systems, Business Administration, International Development, or related discipline. Required
Six years of progressive supply chain experience with expertise across planning, procurement, logistics, inventory management, and fixed asset management
Excellent problem solving, communication, and influencing skills within a matrixed environment
Proven coaching and training, project management, process mapping, and process documentation skills
Experienced user of ERPs, data warehouses, Excel, Word, and PowerPoint
Strong capability to articulate complex concepts into understandable language for diverse audiences
Proven coaching and training, project management, process mapping, and process documentation skills.
Demonstrated experience implementing and/or supporting finance and supply chain applications required.
Experience with finance and supply chain business processes within Non- Governmental Organizations preferred.
Strong presentation, facilitation, training, mentoring, and coaching skills
Excellent interpersonal, written, and oral communication skills
Excellent relationship management skills with ability to influence and get buy-in from people not under direct supervision
Strong strategic, analytical, organizational, and systems thinking skills with capacity to see the big picture and ability to make sound judgment
Ethical conduct in accordance with recognized professional and organizational codes of ethics
Proactive, resourceful and results oriented.
Ability to be effective with minimal supervision.