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Job Title:      Supply Chain Officer

Organization: International Rescue Committee
(IRC)

Duty Station: Uganda

Reports to:
Supply Chain Manager

About US:

The International Rescue Committee helps people whose lives
and livelihoods are shattered by conflict and disaster to survive, recover, and
gain control of their future. It was created by Albert Einstein more than 80
years and has been working in Uganda since 1998. It has particularly working in
the conflict zones where tens of thousands of people have been kills and over 1.6
million displaced. Following a peace agreement in 2006, Ugandans are returning
home and looking to rebuild their lives. The IRC is there to protect women and
children from violence and exploitation by fostering a safe environment and
encouraging education, and is supporting farmers and small businesses, and
helping communities promote peace and long-term development.

Job Summary: The Supply Chain Officer holds the
primary responsibility of carrying out various supply chain monitoring and
coordination functions including procurement, logistics/ transport,
warehousing, Asset management, and maintenance reporting any incidents that may
arise immediately to the Supply Chain Manager.

Key Duties and Responsibilities:

Procurement

·       
Follow all IRC and donor purchasing procedures
and regulations, ensuring all PRs are correctly filled in with all the required
information.

·       
Ensure all procurements are fully and accurately
documented, which leads to easy tracing of procurement records.

·       
Continuously inform the program staff of the
progress and constraints in the procurement process and develop solutions in
consultation with the Program Managers.

·       
Ensuring that all procurement is done at the
best value possible, while maintaining the quality of the product.

·       
Ensure procurement is done in the most
transparent and cost effective way possible.

·       
Ensure all procurement activities are fully and
transparently documented through PRs, POs, RFQs, Comparative Statements, Bid
Analysis, Invoices and Delivery Reports.

·       
Initiate Invitations to Bids and collect
quotations from suppliers as necessary and when necessary.

·       
Coordinate with finance Officer and Supply Chain
Manager for the supplies and making sure suppliers are paid effectively.

·       
Maintain efficient systems for purchase
requisitions, orders, and their administration through files that easily
demonstrate open vs closed purchase requests.

·       
Maintain database of good and reliable suppliers
for different categories of supplies, goods and works.

·       
In coordination with the Program Managers and
Supply Chain Manager set up MPAs and MSAs for the field site.

·       
Keep Supervisor informed of all developments and
issues through daily briefing, weekly procurements updates and bi-monthly
reports.

·       
Provide ongoing training, advice to supply chain
and program staff in procurement policies, systems and procedures.

·       
Responsible for contracting vehicles for
transportation of materials to the Program offices and sites.

·       
Submit monthly report on cost and status of all
procurement during reporting period.

·       
Assist with any other duties as requested by the
supervisor

Transport

·       
Work with the Supply Chain Manager and Health
Managers 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.

·       
Advise the Program Managers and Supply Chain
Manager on vehicle requirements and 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 drivers.

·       
Ensure that appropriate communications equipment
is installed and functioning in IRC vehicles to meet the operational and
security requirements.

·       
Ensure that all vehicles carry the required
on-board documentation and that all documents are kept current (including
insurance).

·       
Ensure that all vehicles are maintained in
efficient manner. Schedule timely and regular preventive maintenance of all
vehicles and Generators.

·       
Ensure that regular meeting is taking place with
the drivers, and reports any concerns to the Program Managers.

·       
Compile the drivers’ duty roster and work
schedule·

·       
Coordinate with admin to ensure mail is
distributed by drivers to the correct recipients.

·       
Ensure that all drivers are in possession of
driver’s valid licenses and that all vehicles are insured.

Inventory Management (Warehousing and Asset)

·       
Advise the Program Managers and Supply Chain
manager on the potential inventory shortages, warehouse specific issues or
improvements.

·       
Implement and ensure clear loading/offloading
procedures, correct stacking and turnover (FIFO) procedures.

·       
Organize shipment of the program materials to
the Program site.

·       
Maintain proper tracking of all the IRC assets
present in the Kitgum/Lamwo Program

·       
Manage stock quipping records including Asset
issue form, asset register and tags.

Reporting

·       
Prepare a monthly activity report for submission
to the Supply Chain Manager.

·       
Produce a monthly Vehicle operation report,

·       
Asset List and stock report including transit
stock.

·       
Prepare a PR and commitment tracking report

Qualifications, Skills and Experience:

·       
The applicant for the International Rescue
Committee (IRC) Finance and Administration Assistant job must hold a Degree in Procurement,
Business Administration/Financial Accounting or Logistics related Program

·       
Two years of experience working as a Supply
Chain Officer in a multi-cultural environment

·       
Good communication and staff management skills

·       
Computer literacy (Microsoft Office Word and
Excel spreadsheets; Outlook)

·       
Excellent interpersonal and communication skills

·       
Remains productive when under pressure.

·       
Demonstrates a systematic and efficient approach
to work.

·       
Fluent English and local language a plus

How to Apply:

All suitably qualified and interested candidates should send
their applications online at the link below.

Click
Here

Deadline: 20^th
December 2019

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