Requisition ID: req5679
Job Title: Supply Chain Manager
Sector: Supply Chain
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Kyegegwa, Uganda
The Supply Chain Manager is an integral member of the country management team and reports directly to the Supply Chain Coordinator. This position is mainly responsible for the management and delivery of effective supply chain support throughout the country program in compliance with IRC and donor regulations. This position will also support key responsibilities including procurement, transport, inventory and asset management, supply chain reporting and providing technical support to the supply chain teams in the field.
Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems. Collaborate with Finance Controller to ensure that internal controls are met with minimum bureaucracy. Work with Field Office Supply Chain staff and Field Leads to ensure effectiveness, countrywide uniformity of Supply Chain structure and implementation of the IRC’s standard operations policies and procedures. Implement job and site specific trainings to ensure that Supply chain staff possess the knowledge and skills commensurate with their responsibilities.
Specific Duties and Responsibilities
- Ensure that Supply Chain are in compliance with IRC policies and procedures, donor regulations and local laws. All locations and staff act in accordance with the policies.
- Maintain and update donor guidelines related to Supply Chain Field (procurement, asset etc.)
- Update as required the IRC standards in terms of assets/equipment to be purchased.
- Monitor Supply Chain sections of budgets and track expenditure. Follow up as necessary including timely information and budgetary comments regarding any realignment.
- Finalize the procurement plans for all grants.
- Ensure all donor reports for assets are completed and submitted to the Grants department on time.
- Disposal of assets is reviewed annually and donor requirements followed as necessary, especially those subject to US export compliance regulations, are in line with applicable licenses and are properly documented.
- Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly and recorded appropriately.
Training and Outreach
- Proactively develop the skills of IRC staff to understand and utilize Supply chain tools and services to design and implement quality programming.
- Determine training needs for staff that you supervise.
- Work with field staff to identify Supply Chain needs and ensure the issues are raised in new budget development.
- Ensure all Supply Chain staff are aware of and in compliance with IRC procurement, asset and stock management, transport, communications etc in order for them to clearly share this information.
- Assist Supply Chain staff in working with program staff towards establishing procurement plans before the start of each grant ensuring they fit in the budget, are donor compliant and realistic in terms of timing.
- Ensure monthly Supply Chain reports are submitted from each field .Review and follow up as necessary.
- Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.
- Identify staffing and/or skills gaps and see that these gaps/needs are filled and support the recruitment of all.
- Provide feedback through regular performance evaluations.
- Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.
- Develop long term plan for continued quality leadership by providing staff development and succession plans.
- 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 clear delineation of roles for procurement
- Ensure the update of the pre-selected suppliers list.
- Ensure transport services are cost efficient and reliable.
- Ensure warehouse and stocks are secure, well managed and documented.
- Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed according to IRC and/or donor regulations.
- Ensure IT systems are reliable and provide the required levels of connectivity and ensure the good working order of all IT networks.
- Supervise the good working order of the communications systems used by IRC.
- Supply Chain works consistently with Security to maintain required security levels, awareness and responsiveness.
Managerial and Supervisory Responsibilities
- Responsibility for the operating budget for the Supply Chain Units.
- Give periodic performance evaluations on staff directly supervised as per IRC personnel policies.
- In coordination with Field Coordinators and Deputy Director of Operations, plan and execute regular field visits to offer support/training to field supply chain and other staff.
- Matrix directly management of the Supply Chain staff in Kampala in line with his/her job description.
- Attend and comment as appropriate on all GOMs.
- Proactively engage with your supervisor, and key staff (Program, Finance, etc.) on all matters logistics to assist with ensuring that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.
- Proactively engage on a regular basis with the IRC Kampala Supply Chain team and Supply Chain Managers from other organizations to ensure links for inter-agency logistics coordination.
- Where directed proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations in order to manage the distribution of goods and materials as, well as to ensure adequate information sharing, address common concerns/problems and seek solutions.
- Represent IRC in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of IRC’s mandate, ethics, values and stand-point with regard to other actors.
- Perform other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.
Key Working Relationships
External: Other NGOs, UN agencies, Uganda Road Transport Authority Officials, Vehicle examinations office, Traffic Division of the Uganda Police Force, Garage Owners guilds; dealers in genuine spares and related equipment in Uganda; dealers in petroleum products and donors.
Internal: Country Director, Deputy Director of Programs, Deputy Director of Operations, HR & Admin, Supply Chain, Procurement and IT staff, Finance Controller, all program coordinators and managers, and Finance staff.
- Advanced degree, minimum of 5 years’ progressive Supply Chain professional experience or equivalent education and experience
- Demonstrated success as a Supply Chain leader across all disciplines within Supply Chain including planning, procurement and logistics.
- Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management.
- Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across cultures and organizational units.
- Able to work effectively in a highly matrixed structure.
- Strong financial management and budgeting skills.
- Excellent training and coaching ability.
- Ability to travel to remote field offices.
- Strong sense of personal integrity.
- Attention to detail.
- Ability to multi-task.
- Team spirit and problem solving abilities.
- Flexibility and adaptability.
- Desire to learn.
- This position is open only to Ugandan nationals.
- Deadline for receiving applications is 22nd July 2019.
- Applications will be reviewed on a rolling basis.