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Job Title:   Supply Chain Officer 

Organisation: International Rescue Committee (IRC)

Duty Station: Kiryandongo, Uganda

Reports to: Field Coordinator

About US:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 25 U.S. cities, we improve outcomes in the areas of health, safety, economic wellbeing, education, and power.

Job Summary:   The Supply Chain officer 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 Coordinator.

Key Duties and Responsibilities:

Transport

• Work with the Field Coordinator 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 coordinator on vehicle requirements and issues.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles 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 an 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 coordinator 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 field site.
• Manage stock quipping records including Asset issue form, asset register and tags.

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 coordinator 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 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.
• Assist with any other duties as requested by the supervisor.

Reporting

• Prepare a monthly activity report for submission to the supply Chain coordinator and Field Coordinator.
• Produce a monthly Vehicle operation report, Asset List and stock report including transit stock and, PR and commitment tracking report.

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.

Qualifications, Skills and Experience:

• The applicant must hold a Degree in Procurement, Business Administration/Financial Accounting or Logistics related Program
• Three years of prior experience of working in Supply chain management 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 candidates are encouraged to apply online at the link below

Click Here

Deadline: 25^th October 2023

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