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Technical Supply Chain Logistics Manager- Afghan Nationals Only

Kabul (Afghanistan)

  • Organization: IRC - International Rescue Committee
  • Location: Kabul (Afghanistan)
  • Grade: Mid level
  • Occupational Groups:
    • Logistics
    • Supply Chain
    • Managerial positions
  • Closing Date: 2020-11-06

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Procurement:

  • Provide leadership to and oversight of day to day Procurement Process and compliance matters.
  • Monitor the policies, procedures, and SOPs to ensure that they are read, understood, and implemented by all Procurement and Supply Chain staff across the mission.
  • Shoulder Procurement Manager on the day to day procurement activities and the review of procurement document packages ensuring the package is fully complete and compliant with all internal procurement system before they are submitted for final approval.
  • Support the Procurement team to ensure Procurement Follow Up (PFU), Contract Follow Up (CFU) and cash Hawala trackers are kept up to date across the mission.
  • Ensuring Kabul and field Procurements regularly update their PFU and share with all stakeholders every Thursday to enable requestors access to the information related to their requests submitted to SC.
  • Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
  • Make sure Purchase Documents (PDs) are up to dates in Kabul as well as in the fields with proper coding system and are scanned and achieved consistently.

Budget Verses Actual (BvA)

  • Ensure all SC staff fully understand the use of Budget Versus Actual (BvA) in Kabul as well field sites that all procurements documentations are followed accordingly
  • Ensure Field Coordinators, Supply/Procurement staff and all other operators and budget holders regularly monitor their Procurement submission dashboard in BvA and PRs, PO and Payments are not aged over 90 days.
  • Working with SC Co, Finance, and IT to provide regular guidance and instruction the use of BvA and checking of dashboards for aged and ongoing PRs, PO and Payments and flag to the relevant department heads if something seem delayed.
  • Flag to Senior Management Team (DDO, DDP & Finance Controller when seeing BvA is not monitored by the operators/budget holders to take improvement measures.

Fleet and Generators Management:

  • Generators and Fleet matters at the field level are managed by the field Supply Chain staff under the direct supervision of Field Coordinators. Field team regularly needs to be updated and supported on better management of their fleet and generators. Kabul fleet and generators are managed by the Fleet Manger who will require extensive support and guidance for better management.
  • To work with all Field Coordinators and Supply chain staff to ensure they understand the fleet and power management policies and reporting mechanism.
  • To closely work with the Kabul Fleet unit ensuring generators and vehicles are running functional, spare parts/consumable stocks including fuel and lubricants are regularly updated and list is shared
  • To closely work with Kabul and Field on efficient fleet management, monthly report, vehicle planning, drivers training, personal files are kept up to date
  • To ensure vehicles and generators service/maintenance schedules are followed consistently
  • To ensure all IRC official vehicles are fully insured with local insurance companies and contracts are well managed

Staff Development:

  • To ensure Fleet and SC are well trained to manage their units running costs.
  • To ensure all BvA users in SC fully understand use of BvA and making sure no pending/aged PRs, PO and payments are left for long periods in mission SC dashboard
  • To visit field sites, provide capacity building and trainings on overall SC managed to the Field Coordinators, Supply staff and budget holders ensuring they understand organization procedures and compliance matters.
  • To train all Procurement SC, Fleet, Logistics, and program staff on compliance matters related to SC
  • To regularly follow up with Logistics, Fleet and Procurement team ensuring their trackers and reports are updated and shared regularly and they understand better management of their filing system
  • To review Warehouse inventory reports and crosscheck the accuracy before final report is submitted by SC end of each month
  • To review and ensure asset register is always updated and purchased equipment/supplies made under temporary fund U1060 are moved to its original donor grant T1 Code once received.
  • To review and conduct Emergency Procurement Planning (EPP) trainings to all budget holders and SC staff across the mission. This will assure people understand on the process and thresholds.

Staff Development:

  • To ensure Fleet and SC are well trained to manage their units running costs.
  • To ensure all BvA users in SC fully understand use of BvA and making sure no pending/aged PRs, PO and payments are left for long periods in mission SC dashboard
  • To visit field sites, provide capacity building and trainings on overall SC managed to the Field Coordinators, Supply staff and budget holders ensuring they understand organization procedures and compliance matters.
  • To train all Procurement SC, Fleet, Logistics, and program staff on compliance matters related to SC
  • To regularly follow up with Logistics, Fleet and Procurement team ensuring their trackers and reports are updated and shared regularly and they understand better management of their filing system
  • To review Warehouse inventory reports and crosscheck the accuracy before final report is submitted by SC end of each month
  • To review and ensure asset register is always updated and purchased equipment/supplies made under temporary fund U1060 are moved to its original donor grant T1 Code once received.
  • To review and conduct Emergency Procurement Planning (EPP) trainings to all budget holders and SC staff across the mission. This will assure people understand on the process and thresholds.

Procurement Planning:

  • PP plays a significant role in well management of projects suppliers and services committed to achieve and meets deliverables. With this, TSLM will closely work with SC Co, budget holders and Field Coordinators to maintain an up to date PPs in place and shared with SMT on regular basis.
  • Every new project shall have a Procurement Plan shared with stakeholders with guidance on how to manage it well.

Logistics, Fleet and Administration:

  • To ensure logistics team regularly update their guesthouse chart and visitors and report to SC CO and SMT
  • To ensure asset and warehouse staff in Kabul as well as in the field sites are aware of IRC Property and Asset policies and procedures and their stocks relevant documents are maintained up to date.
  • To ensure asset and warehouse staff in Kabul as well as in the field sites understand IRC SOPs on Logistics, Asset and Property management and perform their duty as instructed in these guidelines.
  • To ensure Closed Grants inventory are crosschecked, accurately reported to the SC Co and relevant Program Coordinator as soon as certain grants come to an end so stock inventory is communicated for next grant transfer through Grants department.
  • To ensure no expired goods are available in IRC warehouses
  • To ensure Logistics conduct regularly annual asset, inventory and warehouse physical counts involving finance representatives and submit an accurate report.
  • To be able to segregate between working and obsolete/damaged assets and submit feasible obsolete/damaged assets disposal proposal to the Senior Management Team
  • To ensure admin staff understand and documents properties lease agreements, Expats visa, work permit, police register, invitation and they process and maintain these works consistent and responsive.
  • To ensure obsolete/clutters/damaged equipment are reported to Logistics by the fields and Kabul asset and warehouse unit bi-monthly basis and appropriate disposal plans and approval are considered
  • To ensure fleet have strong filing system in place, drivers are well trained understanding IRC and local traffic laws and comply
  • To ensure fleet organize rental vehicles needs planning for mission early possible that avoids gap in projects deliverables.
  • To ensure Logistics and program regularly conduct 20% cycle count bi-monthly and reports are given
  • To ensure staff maintain clean desks and paper works are archived in their right place on regular basis

Compliance:

  • To ensure all Supply Chain and Logistics staff comply with IRC and donors set forth policies and procedures when carrying out their activities
  • To remain focal point with Compliance unit in managing and providing information on vendor files, procurement and other SC unit’s monthly compliance check review and provide guidance to the staff for improvement
  • To ensure all SC staff read, understand, and implement IRC procurement, fleet, admin and warehouse property policies, procedures and SOPs and comply the process.
  • To ensure every procurement document have full package with required documents and are tracked in PFU, scanned, and put in archive files.
  • To ensure field trips are planned to provide on the job training on all SC compliance matters to the Field Coordinators, Program and SC staff
  • To ensure procurement documents are well reviewed assuring no missing
  • To have the ability to work with SC Co and Finance for audits queries ad provision of documentations and evidences when asked.

Delivery:

  • The focus on the execution of the work and the role on the team for supporting Supply Chain activities are well executed in time, with sufficient quality and paper works.

Professional Conduct:

  • In cooperation with the Field Coordinator, play a key role in planning and rolling out of training and adherence to “The IRC Way: Standards for Professional Conduct” Ensure any violations of the “The IRC Way: Standards for Professional Conduct” are duly reported.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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