Supply Chain Officer

ORGANIZATIONAL DESCRIPTION:

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 supporting nationals and refugees and various institutions in the country notably the government, community based organizations, the civil society and the private sector. The current program portfolio in Uganda includes health, peace building, gender-based violence, economic recovery and agribusiness, and children & youth. https://www.rescue.org/country/uganda. IRC has a country office in Kampala, a regional office in Kitgum (and Lamwo), and Moroto. Given the conflict outbreak in South Sudan, IRC re-opened the Yumbe Field site office to support refugees being settled in Bidibidi, Imvepi and Omugo refugee settlement in Yumbe and Arua Districts respectively.

The Supply Chain Officer is responsible for procurement, vehicle/transport operation and managing all paperwork/ records related to the tracking of IRC inventory.

 The Supply Chain Officer will Report to the Field Manager. He/she will be responsible for ensuring the overall care and maintenance of the Moroto stores, Transport, Procurement and Assets. The Supply Chain Officer must be able to rapidly turn Program materials around, whilst ensuring the security/ safety of the materials and maintaining audit-compliant records. The Supply Chain Officer shall dedicate appropriate time to all the three distinct roles.

RESPONSIBILITIES - (ASSET)

Specific responsibilities- Stores related shall include but not limited to:-

Key Tasks:

• Understand, implement and / or maintain standard IRC inventory management policies and procedures.

• Manage and document the receipt, handling, storage, release and reporting of goods through the store(s).

• Advise supervisor on potential inventory shortage.

• Manage casual laborers in the stores.

• Ensure the maintenance of store(s), fittings and equipment.

• Implement and ensure clear safety procedures.

• Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.

• Advise the Field Manager of store-specific issues or improvements

• Maintain the stores activity book recording all outgoing and incoming receipts and activities.
• Monitor security of IRC’s storage and supplies.

• Receive completed store’s request forms and prepare the goods for issuance.

• Ensure goods, equipment are signed for received on the request form (office expendables) or waybill (all other items).

• Prepare a monthly report for assets and the expendables Warehouse outlining all stock movements remaining balances, maintain prologues and registers.

• On a monthly basis, work with the Field Manager to reconcile the Warehouse register.
• Update the stock record cards and Database regularly.

• Conduct routine inventory inspection and submit report to the Field Manager in a timely manner.

• Maintain asset and store records; ensure regular updates including details of the Asset, transferred, asset repaired, Asset breakdowns etc.

• Ensure that all Asset are tagged and labeled as per IRC asset policy.

• Ensure that there is proper record management of the store and the records are accurate and update.

• Correctly manage and account for all incoming and outgoing stock by using well maintained and detailed documentation.

• Store management, ensure cleanness, orderly storage of items, custodian of the stores keys.

• The different store and Asset policies and required documentation are followed and in place at all times.

• Correctly manage and account for all incoming and outgoing stock by using well maintained and detailed documentation, good received note, store release, way bills, bin cards etc.

Responsibilities (Transport)

Specific responsibilities include,

• Workwith the Supply Chain Manager to design asuitablystaffedand equippedtransport function to support the IRC’svehicle operations and policies.

• Implement anddirect IRC standard Vehiclepolicies and procedures, with particularattention to safetyandsecurityissues.

• Manage and be accountable for the vehicle fleet, ordering and inventory management ofall vehicle related parts andconsumables, including fuel.

• Evaluate, manage and monitor hired drivers.
•    Focal point for all purchases in Transport department. Raising PRs for vehicles                  spare parts and vehicle repairs.

• Manage the vehiclepool (if applicable).

• Ensure that appropriate communications equipment is installed and functioning in IRC vehicles tomeet the operational and security requirements.

• Ensure the correct and timelyroutine maintenance and repair of IRC vehicles and generators.

• Ensure that allvehicles carrythe required on-board documentation and that all documents are kept current (includinginsurance).
• Inspect and record condition of vehicles, by maintaining daily checklists file and  ensuring that Vehicles log books are accurately filled
• Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc.
• Ensure all vehicles are properly cleaned on daily basis
• Prepare weekly and monthly report on transport department and discuss with the Field Manager
• Requesting fuel forms for refueling and keeping accurate record and monitoring system on fuel consumption.
• Workwith the Field Manager to ensure thatvehicles are prepared for routine and emergency securityrequirements.
• Ensure that allvehicles are securewhen not in use.
• Be familiarwithlocal regulations / laws.
•        Any other duties as may be assigned by the supervisor
•         Responsibilities (Procurement
•   Specific responsibilities include,
• The implementation and / or maintenance of standard IRC procurement policies and procedures
• Ensuring that procurement is carried out in accordance to IRC and donor-specific polices. 

Post graduate in Procurement will be an added advantage.

Minimum of three years experience in a similar position working with an INGO

Personal Characteristics:

• Strong sense of personal integrity and commitment.
• Attention to detail.
• Ability to multi-task.
• Team spirit and problem solving abilities.

Job Requirements:

• Knowledge of generic Supply Chain management systems and forms
• Competent in spoken and written English
• Good mathematical skills.
• Competent in computer use and maintenance
• Excellent interpersonal, organizational and time management skills