Fresher Supply Chain Assistant US NGO Jobs – International Rescue Committee (IRC)

Job Title:      Supply Chain Assistant
Organization: International Rescue Committee
(IRC)
Duty Station: Uganda
Reports to:
Supply Chain Officer  
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 Assistant is
responsible for procurement, vehicle/transport operation and managing all
paperwork/records related to the tracking of IRC inventory.
The Supply Chain Assistant will report to the Supply Chain
Officer, and will be responsible for ensuring the overall care and maintenance
of the Kyaka II Stores, Transport, Procurement and Assets. The Supply Chain
Assistant must be able to rapidly turn Program materials around, whilst
ensuring the security/ safety of the materials and maintaining audit-compliant
records. The Supply Chain Assistant shall dedicate appropriate time to all the
three distinct roles.
Key Duties and Responsibilities:
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 Supply Chain Officer of
store-specific issues or improvements
·       
Maintain the stores activity book recording all
outgoing and incoming receipts and activities.
·       
Monitor security of IRC’s storage and supplies.
·       
Receive completed store’s request forms and
prepare the goods for issuance.  
·       
Ensure goods, equipment are signed for received
on the request form (office expendables) or waybill (all other items).
·       
Prepare a monthly report for assets and the
expendables Warehouse outlining all stock movements remaining balances,
maintain prologs and registers.
·       
On a monthly basis, work with the Supply Chain
Officer to reconcile the Warehouse register.
·       
Update the stock record cards and Database
regularly.
·       
Conduct routine inventory inspection and submit
report to the Supply Chain Officer 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 update.
·       
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 stores 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 release, way bills, bin cards etc.
Transport
·       
Work with the Supply Chain 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 log books 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 Supply Chain Officer
·       
Requesting fuel forms for refueling and keeping
accurate record and monitoring system on fuel consumption.
·       
Work with the Supply Chain Officer 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 as 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 and Supply Chain
Officer on procurement-specific issues or improvements.
·       
Any other duties or tasked delegated by Supply
Chain Officer.



Qualifications, Skills and Experience:
·       
The applicant for the International Rescue
Committee (IRC) Supply Chain Assistant job must hold a Degree or Diploma in
Procurement and Supply Chain Management.
·       
Two years’ working experience performing similar
duties
·       
Strong sense of personal integrity and
commitment.
·       
Attention to detail and ability to multi-task.
·       
Team spirit and problem solving abilities.
·       
Knowledge of generic Supply Chain Management
systems and forms
·       
Competent in spoken and written English
·       
Good mathematical skills.
·       
Competent in computer use and maintenance
·       
Excellent interpersonal, organizational and time
management skills
How to Apply:
All suitably qualified and interested candidates should send
their applications online at the link below.
Deadline: 20th
December 2019
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