Requisition ID: req7768
Job Title: Supply Chain Manager
Sector: Supply Chain
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Arua, Uganda
The Supply Chain Manager is an integral member of the country management team and reports directly to the Field Coordinator for Imvepi and Rhino Refugee Settlements in Arua and Madi Okollo Districts and technically to the Supply Chain Coordinator. This position is mainly responsible for the management and delivery of effective supply chain support in Imvepi and Rhino Refugee Settlements 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.
Generally, the Supply Chain Manager will;
Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems. Collaborate with Finance Manager to ensure that internal controls are met with minimum bureaucracy. Work with Field Coordinator to ensure effectiveness, 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.
Duties and Responsibilities
- Ensure that Supply Chain functions 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.
- 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.
- Maintain Supplier Files for all suppliers with which IRC spends greater than USD $2,500 annually.
- Promptly inform the Field Coordinator and Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures.
- Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.
- Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
- Ensure that Master Purchase Agreements are in place for most of the supplies/services that IRC procures on regular basis
Training and Outreach
- Organize Supply Chain related trainings for both program and operations staff on a regular basis.
- Develop and maintain an effective orientation package, and ensures that new staff members are appropriately orientated on Supply Chain policies and procedures in a timely manner.
- Ensure that Supply Chain department maintains cooperative relations with other departments, and interacts with them in a positive manner.
- Identify training needs for Supply Chain staff and make recommendations to the Supply Chain Coordinator.
- Proactively develop the skills of IRC staff to understand and utilize Supply chain tools and services to design and implement quality programming.
- 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.
- Set clear performance objectives for staff you supervise and ensure that they are understood.
- Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met.
- Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures.
- 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 that staff annual leave is tracked and planned in advance and that there is sustainable coverage and backup for all staff going on leave.
- Review and approve/endorse timesheets of your staff on a monthly basis and travel and leave requests when the requests are made.
Systems, Documentation and Reporting
- Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible.
- Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy.
- Analyse Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.
- Prepare Finance-related reports such as Cash Projections.
- Ensure that staff participating in Procurement committees are trained and understand their roles.
- Ensure clear delineation of roles for procurement
- Ensure transport services are cost efficient and reliable.
- Establish a fuel consumption benchmark for each vehicle, motorcycle and generator
- 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.
- 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
- Responsibility for the operating budget for the Supply Chain Units.
- Matrix directly management of the Supply Chain staff in Imvepi and Rhino 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 Supply Chain to assist with ensuring that programmatic and project planning incorporates sufficient funding for Supply Chain 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 interagency 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.
- Other duties as assigned by the supervisor.
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: Field Coordinator, Supply Chain Coordinator, Deputy Director of Operations, Admin & HR, Transport, Warehouse, Procurement and IT staff, all program coordinators and managers, and Finance.
- Bachelor’s Degree in Procurement and Logistics Management, minimum 5years of 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, warehouse, asset and transport.
- 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 work in 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
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.
- This position is open only to Ugandan nationals.
- Deadline for receiving applications is Friday 24th January 2020.
- Applications will be reviewed on a rolling basis.