Senior Supply Chain Officer Full Time

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 in 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.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview:

Under the direct supervision of the Field Coordinator and technical support from the deputy director of Supply Chain in Addis. Sr. Supply Chain Officer for IRC Gambella FO is an intermediate level management position which requires high Caliber management and operational skills. The position holder is expected to work smoothly and with integrity among the Field based Program and Operation team as well as with the Addis Supply Chain team.

Major Responsibilities:

Human resource management:

• Directly manage and lead a team under IRC Gambella Field office Supply Chain department including Procurement officers, Procurement assistants, Warehouse officers, Warehouse assistant, and driver asset management, and procurement assistant.
• Proactively identify staff needs, train and mentor Supply chain team members and orient new staff on matters related to IRC Supply Chain policy and procedures.
• Organize and conduct training on IRC Supply Chain policy and procedures for field-based program and operation staff when needed.
• Ensure all field Supply Chain staff have clear Job descriptions, key performance objective settings and ongoing periodic performance reviews and year evaluations done as per the organization policy and procedures.
• Condict regular one on one meetings with direct reports and have departmental meetings scheduled to discuss key priorities, expectations, progress updates and challenges.
• Ensure timely payment of OT for staff under supervision in collaboration with Admin/HR and Finance.
• Ensure the staff under SC department proactively plan and utilize their annual leave without overlapping and in a way not affecting the organizational business.
• Ensure proper staff coordination, motivation and corrective measures are taken as deemed.
• Make sure that the appropriate IRC grievance handling mechanism is known and respected within the Supply Chain team.
• Prepare and submit updated staff development plan for Supply Chain team and consult with HR/Admin and the field coordinator for its implementation.
• Ensure timely provision of safety equipment and materials including uniforms following the HR policies and procedures.
• Provide coaching and mentoring for the new SC staff joiner on IRC supply chain integra system.
• Compile and produce quality departmental reports and ensure timely submission to both technical and line managers.
• Conduct regular field trips to camps/project locations to see how supply chain functions are running, provide technical support and submit field trip reports, agreed action points, assigned owners, timelines for implementation, monitoring/follow up of all action points.

Procurement management (Goods and Services):

• Actively engage in project cycle management meetings (PCM) including PDM, POM, PIM, PCM and PLM and ensure procurement matters for each active project under the field office presented and issue raised by stakeholders addressed.
• Take part in periodic BvA meetings for grants prioritized based on slow burn rate and other factors affecting timely implementations and deliver agreed Supply Chain actions points.
• Actively take part in the Item forecast preparation and provide the required level of support to program team leaders and officers.
• Ensure the Populated IF by program team properly reviewed from SC perspectives, uploaded to the IRC integra system and approved Item requirements timely and fairly assigned to procurement team.
• Ensure market assessment is done on a quarterly basis by engaging all stakeholders and updating vendors on the system as per the IRC procurement producers.
• Ensure that recent price rosters are extracted from the system and shared with all staff on a monthly basis and provide updated price roaster based on requests.
• Ensure proper procurement documentation is made as per IRC filing protocol.
• Prepare IR and PO tracking and generate appropriate reports from the integra system and PBI along with proper analyses with recommended actions and share with the wider field office team on a regular basis.
• Ensure that a clear, transparent and responsive procurement process is implemented and practiced as a norm in the Field Office in line with IRC policy and procedures.
• Ensure the timely preparation of service and lease contractual agreements and be signed as per IRC Ethiopia authorization level and make sure that terms and conditions stated in the contract are fulfilled during implementation.
• Ensure all procurement contracts and taxations term and conditions are fully practiced as per IRC, donor and government terms and conditions for all procurement.
• Ensure that ethical and professional working relationship maintained by all SC team with suppliers/ contractors and timely information exchange with finance and Field coordinator and other concerned bodies.
• Actively engage in the operation budget planning, utilization and ensure budget utilized for the intended purposes including vehicle operation, office maintenance, office supplies and other budgets managed by supply chain department. Furthermore, utilization and tracking reports are submitted on a monthly basis.
• Timely initiate purchase requests and ensure office supplies and vehicle spare procurements are made available timely.
• Ensure that Items and services are procured and delivered as per the IRC procurement lead time.
• Ensure that the IRC procurements are as per the IRC and donor compliance regulations and free from fraud and conflict of interest.

Warehouse and Assets Management:

• Ensure that standard IRC inventory management policies and procedures are maintained.
• Ensure that all IRC assets management (tracking) is done as per the IRC and Donors’ policy and Management (including record keeping and updating on the system).
• Ensure monthly and annual (year-round) warehouse inventory including spot check with Supply Chain teams (storekeeper) and report to Deputy SC director, Field coordinator and share to other programs for action.
• Make sure proper management and documentation of receipt, handling, storage, release and reporting of goods through the IRC warehouse procedures.
• Advise programs and operation team as well as the field coordinator on timely action on inventory balances.
• Ensure the IRC standard warehouse procedures including standardizing warehouse Pannels, online and physical quality ordering, product receipting, item picking and packing are done as per IRC protocols and procedures.
• Ensure property tracking is in place across the field office location and year-end property survey conducted, and quality reports submitted to the IRC Ethiopia country office.

Fleet and Vehicle Management:

• Oversee the management of field office fleet allocation and ensure that all sites/sectors have reasonable vehicle allocation.
• Ensure optimum utilization of scarce vehicles with vehicle utilization weekly plan shared by program heads through exercising prioritization and coordinated vehicles allocation.
• Ensure timely vehicle maintenance and service including motor bikes; follow up on fuel utilization in line with the IRC standards and keep appropriate records or documentation.
• Closely supervise the vehicle, service, transport, lease sector 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.
• Conduct vehicle operating cost analyses and share them with the FC and DDSC monthly.

Coordination and collaboration

• Ensure good teamwork, strong collaboration, smooth communication, respectful and conducive working environment practiced among the department and other colleagues and all stakeholders.
• Ensure strong teamwork and effective communication internally with all IRC staff, service providers and clients.
• Ensure the SC department team in the field office exercise high level of professional code of conduct and are free from personal interest.
• Conduct any other relevant activities or duties as deemed necessary by the Field coordinator, Supply Chain coordinator and Deputy Director Supply Chain.

Safeguarding Responsibilities:

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC Gambella Field office.
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Educational Requirements:

• BA Degree in logistics, Supply chain management, Accounting, economics, business management or any other relevant field of study.

Preferred experience & skills:

• Minimum of 2 years of working experience for BA Degree holder and 1 year working experience for MA holder.
• Excellent communication and organizational skills, ability to determine priorities and attention to detail are a must.
• Ability to deal with multi-disciplinary professional people from programs, operations and finance backgrounds and with diversified suppliers and contactors.
• Good project management knowledge. Ability to plan, organize, and supervise/monitor implementation of emergency health response programs
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time
• Strong analytic problem-solving skills
• Ability to work both independently and in a dynamic, cross-functional team structure
• Highly proficient in Microsoft Office suite
• Ability to manage and work through change in proactive and positive manner.

Language Skills:

• Knowledge of English is mandatory
• Fluent in the local languages and familiarity with Gambella regional context is an added advantage.