Supply Chain Coordinator

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.

JOB OVERVIEW

Supply Chain Coordinator is a key position to the success and delivery of quality programs.IRC defines Supply Chain as those systems and support function ns necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities at the country level.

KEY RESPONSIBILITIES

Supply Chain Planning

• The Supply Chain Coordinator is responsible for supply chain activities planning and developing supply chain plans to support program implementation and coordinate closely with internal and external stakeholders. Supply chain planning includes; procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.

• Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.
• Ensure that program team develop distribution plan for supplies and assets of closed grants in the warehouses.
• Coordinate with supply chain field staff ensuring that there is sufficient spaces in the warehouses before sending program supplies to the field sites.
• Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.
• Ensure that supply chain department is well staffed and roles and responsibilities of each have clear job description.

Procurement Management

• The Supply Chain Coordinator owns, manages and drives IRC in country procurement strategies, policies and procedures, the supply Chain Coordinator ensures all country program procurement needs are met on time in accordance with GSC standards.

• Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.
• Ensure review and execution of procurement contracts in timely fashion
• Ensure Implementation of GSC SOPs in all Somalia program offices.
• Make sure supply chain monthly and quarterlyreports submitted on time to appropriate stakeholders
• Organize procurement trainings sessions for procurement / tender committees in the field offices and non - supply chain staff if deemed necessary.
• Review procurement documents before payments.
• Ensure all Suppliers/service providers Information, history and performance are filed and kept confidentially in all offices.
• Ensue supply chain officers’ conduct Market Survey and analysis quarterly and shared with program team and field Coordinators/ Managers.
• Identifying fraud and corruption red flags and address on timely manner.
• Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
• Work with Field Offices Supply Chain staff and Field Coordinator / Managers to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures

Inventory Management

• The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and ensure that there excellent records keeping, Impalement inventory standard operating procedures and control as provided by GSC.

• Ensure Implementing IRC inventory policies in all IRC Somalia offices.
• Produce grans ending and year ending inventory report in timely manner.
• Visit field offices at least once per year and check warehouses/stores safety is IRC standard through supply chain assessment tool.

Assets Management

• The Supply Chain Coordinator is responsible for the procurement, maintenance, safe keeping and record or all IRC country program assets and equipment. The Supply Chain Coordinator is responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors rules and regulations.

• Ensure the Implementation of IRC Asset policies in all IRC Somalia offices.
• Asset maintenance and tracking
• Disposal process
• Ensure spot-checks are done systematically, documented and reported for all IRC assets, inventory and equipment at least once in the year.

Compliance and Ethics

• The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain process, implement strong procurement controls, identify procurement red flags, impalement internal and external audit corrective action plans and ensure all supply chain activities are conducted in ethical manners.

Learning and Development:

• The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assess training needs, develop training plans for supply chain staff.

Supply Chain Coordinator Competencies matrix:

The Supply Chain Coordinator competency matrix is the main supportive document to this job description that details all required skills, tasks and the accountability levels. The Supply Chain Coordinator must ensure that all tasks are preformed to standards. The Supply Chain Coordinator is accountable for the competencies matrix implementation and accountable for its tasks and requirements.

Key Working Relationships:

Position Reports to:Regional Supply Chain Director and Deputy Director for Operations

Position directly supervises: Supply chain Staff (Procurement, Assets and Inventory, Tendering and Contracting).

Other Internal and/or external contacts:

Internal:Regular relationships with HQ, regional and country Supply Chain staff at all levels, Deputy Director of Operations, Country Directors, and Interacts with IRC Program departments

External:May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.