Supply Chain Assistant - Tunis
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, the IRC offers lifesaving care and life-changing assistance to people forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity and hope to millions who are uprooted and struggling to endure.
Working under the supervision of the Logistics and Admin Officer based in Tunisia the Supply Chain Assistant is responsible for supporting the delivery of efficient and effective administrative and supply chain support to the IRC offices.
Facilities Management & Supplies
·Follow-up on requests from staff for space, accommodation and supplies;
·Ensure that all facilities (office and guesthouses) are well functioning, office supplies, electricity, maintenance and repair, internet and other communications functions in the country office.
·Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners etc.), monitor usage and promptly prepare Purchase Requests for restocking;
·Ensure all office equipment is stocked with required supplies (toner, paper etc.). Refer any maintenance required to IT Manager and SC department;
·Review and verify bills received for facilities (office, guesthouses, permanent staff residences) including utilities, maintenance, provision of standard supplies, new furniture or equipment and prepare payment requests;
·Maintain a schedule for occupancy of the IRC guesthouses, ensure guesthouses are ready and appropriately stocked for incoming visitors.
·Track rental agreements for offices and housing and submit as IRC supply chain archiving system.
·Keep track of expenses related to office/guesthouse and fleet.
·SupportLogistics and Admin Officer with flight booking tracking and ensure flight booking tracker is up to date at all times.
·Coordinate with Logistics and Admin Officer to ensure staff are pick up/ dropped at the airport as per their travel schedule.
Assets and Store Management:
·Support in the Asset Management by carrying out a documented quarterly physical check of assets and properties in the office and guesthouses.
·Ensure all assets are tagged and well tracked
·Update the asset tracking sheet on a monthly basis and file it as per IRC Supply chain archiving system.
·Ensure that the movement of IRC assets is tracked and the necessary documentation is done when an asset changes its status.
·Complete Equipment Issue and Receipt Form for all attractive items and mobile property and other equipment as appropriate.
·Receive the goods/materials after cross checking with the PO/contract by preparing IRC standard Delivery Report
·Archive all documentation as per IRC Libya Supply Chain archiving system
·Keep an accurate and up-to-date record of the store contents and ensure IRC SOPs for inventory management are followed to documents releasing and receiving of items.
Safety and Security
·Act as a local focal point for safety and security in Tunis office, sharing information’s between safety & security coordinator and the DDO.
·Sharing pre-arrival package documents with new visitors before coming to Tunisia
·Make sure new visitors has all the needed equipment’s SIM cards, phone and security contact card
·Brief all visitors about the places and the authorized place to visit in Tunis
·Establish key point of contacts with Government offices at LAC 2 police / LA MARSA police /CNSS/minister of interior/ ministry of foreigner affairs/Tax department/Immigration office
·Responsible for obtaining all licenses and permissions that IRC requires
·Establish key point of contacts with the ministry of foreign affairs for residency cards and Day to day liaison with Libyan embassy for visas. Complete all staff Visa application forms, gather all required documents and prepare for processing.
·Track Tunis and Libya visa status of international staff Monthly and report to supply chain Coordinator the end of each Month
·Conduct interpretation duties for international staff when dealing with government offices during meetings with local authorities, Minister of interior.
·Prepare all facilitation letters, authorizations, registrations …etc. required to maintain effective implementation of IRC activities
·Be available and flexible to assist and support IRC’s expatriates when needed including after official working hours.
·Any additional duties as may be required.
Administrative and other duties:
·Help with printing, photocopying and labeling and re-organizing the existing SC files
·Any other duties or tasks delegated by Log/Admin officer or supply chain coordinator
Communication: Speaks and writes clearly and effectively in English ; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Key Working Relationships:
Position Reports to:Logistics and Admin Officer
Position directly supervises:N/A
Other Internal and/or external contacts:
Internal: Finance Team, Programs team, operations team, regional team.
External:Service providers, Suppliers and Landlords.