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Job Title:    Supply Chain Officer –
Procurement

Organisation: International
Rescue Committee (IRC)

Duty Station:  
Uganda

 

About US:

The International
Rescue Committee (IRC) responds to the world’s worst humanitarian crises and
helps people to survive and rebuild their lives. Founded in 1933 at the request
of Albert Einstein, the IRC offers lifesaving care and life-changing assistance
to refugees forced to flee from war or disaster. At work today in over 40
countries and 22 U.S. cities, we restore safety, dignity and hope to millions
who are uprooted and struggling to endure. The IRC leads the way from harm to
home.

 

The IRC has been
working in Uganda since 1998. The current program portfolio in Uganda includes
health, protection & rule of law, gender-based violence and women’s
protection and empowerment, economic recovery and development.

 

Job Summary:   Reporting to Supply Chain Manager, the Supply
Chain Officer-Procurement is responsible for the efficient coordination and
management of all warehousing and inventory management functions for IRC’s
office in Arua. The position will also be responsible for the standardization
of policies and good warehousing practices in Arua Field Office.

 

Key Duties and Responsibilities:  

Procurement

·       
The
implementation and or maintenance of standard IRC procurement policies and
procedures.

·       
Under
the guidance of the Supply Chain Manager, ensures that procurement is carried
out in accordance to IRC and donor-specific polices.

·       
With
guidance from the Supply Chain Manager, 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 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 Supply Chain Manager and Program Coordinators, 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.

·       
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
Vendor 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.

·       
Ensure
procurement is done according to IRC and/or donor regulations.

·       
Ensure
that staff participating in tender committees are trained and understand their
roles.

·       
Ensure
the update of file and list of vendors in Arua region.

·       
Manage
Supply Chain staff (Assistant etc.)

·       
Assist
with any other duties as requested by the supervisor.

Asset Management

·       
Advise
the Supply Chain Manager of asset-specific issues or improvements.

·       
Update
as per IRC requirements, the Asset register, Asset inventory list and
expendable store inventory list and produce monthly reports.

·       
Monitor
security of IRC’s assets and supplies.

·       
Receive
completed store’s request forms and prepare the assets for issuance.  

·       
Ensure
assets are signed for received on the Equipment issue and receipt form.

·       
On a
monthly basis, work with the Operations Coordinator to reconcile the asset
register and Asset tracking sheet and equipment issuance forms.

·       
Update the
asset register regularly.

·       
Conduct
routine asset inspection and submit report to the Supply Chain Manager in a
timely manner.

·       
Keep an
accurate and up-to-date record of asset inward and outward movement in the
Asset register.

·       
Ensure
assets and property are effectively managed, asset list is updated regularly
and assets are disposed according to IRC and or donor regulations.

·       
Supply
Chain works consistently with Security to maintain required security levels,
awareness and responsiveness.

Transport

·       
In the
absence of the Supply Chain Manager, works with the Supply Chain Assistant
Fleet 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.

·       
Ensure
transport services are cost efficient and reliable.

Inventory
Management (Warehousing and Asset)

·       
In the
absence of the Supply Chain Manager, advises the Program Managers and other
user departments 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 Arua field site.

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

·       
Ensure
warehouse and stocks are secure, well managed and documented.

 

Qualifications, Skills and Experience:

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

·       
Knowledge
of generic Supply Chain procedures and practices (IRC or NGO experience
advantageous).

·       
Three
years’ experience of working as Supply chain Officer position in a
multi-cultural environment.

·       
Familiarity
with major donor and local regulations / laws advantageous.

·       
Three
years’ work experience in Supply Chain (Procurement, Assets, Transport and
Warehouse).

·       
Competent
in spoken and written English

·       
Good
mathematical skills.

·       
Competent
use of pc especially spreadsheets (format / sort / filter).

·       
Good
communication and staff management skills

·       
Excellent
interpersonal and communication skills

·       
Remains
productive when under pressure.

·       
Demonstrates
a systematic and efficient approach to work.

 

How to Apply:

All candidates
should apply online at the link below.

 

Click
Here

 

Deadline: 6^th April 2021

 

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