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Job Title:        Supply Chain Assistant

Organization: International
Rescue Committee

Duty Station:
Uganda

Reports to: Field 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 Assistant holds the primary
responsibility of carrying out various supply chain monitoring and coordination
functions including warehousing, Asset management, procurement, logistics/
transport and maintenance reporting any incidents that may arise immediately to
the Field Manager

Key Duties and Responsibilities:  

Transport:

·       
Work
closely with the Field Manager and Program 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 Coordinators, and field 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 Coordinator.

·       
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 Coordinators, and field 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 IRC Assets

·       
Manage
stock equipping records including asset issue form, asset register and tags

Systems Compliance
and Improvement: –

·       
IRC-Uganda
specific finance, logistics, IT, security, communications and human
resource/administration policies and procedures.

·       
Any new
procedures and guidelines designated in circulars from Country Director and OC

·       
Policy
compliance – IRC way policies

·       
Ensure
any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are
reported to the CD. The reporting of violations is an obligation on the part of
all staff members.

·       
Assist
where necessary in undertaking activities that aim to prevent the occurrence of
sexual abuse and exploitation of beneficiaries by IRC and other humanitarian
workers.

·       
Confidentiality:

·       
Ensuring
the non-disclosure of any information whatsoever relating to the practices and
business of IRC acquired in the course of duty, to any other person or
organization without authority, except in the normal execution of duty.

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 Coordinator.

·       
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 Field 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 Coordinators and Field 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

Reporting:

·       
prepare
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 Malualkon.

Qualifications, Skills and Experience:

·       
The
ideal candidate for the International Rescue Committee (IRC) Supply Chain
Assistant job placement must hold a Degree in Procurement, Business
Administration/Financial Accounting or Logistics related Program

·       
Fluent
English (written and spoken) and Arabic

·       
Prior
experience of working as Supply chain Officer position 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.

How to Apply:

All suitably
qualified and interested candidates are encouraged to apply online at the link
below.

Click
Here

The IRC and IRC
workers must adhere to the values and principles outlined in IRC Way –
Standards for Professional Conduct.  These are Integrity, Service, and
Accountability.  In accordance with these values, the IRC operates and
enforces policies on Beneficiary Protection from Exploitation and Abuse, Child
Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Deadline: 23^rd July 2020

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