Supply Chain Assistant -Azaz

Background/IRC Summary:The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. There are 3.8 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

Job Overview/Summary: Working under the supervision of the Senior Field Officer, the Supply Chain Assistant is responsible for supporting the delivery of efficient and effective supply chain support to the IRC office in A’zaz.

Major Responsibilities:

Facilities & Supplies Management and Procurement

• Ensure that all orders are tracked from point of planning and request through to final receipt.
• Follow-up on requests from staff for space, accommodation and supplies.
• Prepare the relevant documents for the cases of procurement of goods, services and works
• Assist in the joint verification of procured goods and equipment and to ascertain the items conformity to technical Specifications and Quantities.
• Perform the physical asset check for the duty station.
• Overseeing deliveries to and dispatches/releases from IRC warehouses and effecting the necessary documentation.
• 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.), and monitor usage and promptly prepare Purchase Requests for restocking.
• Ensure all office equipment is stocked with required supplies (toner, paper etc.).
• Review and verify bills received for facilities (office, guesthouses, and permanent staff residences) including utilities, maintenance, and provision of standard supplies, new furniture or equipment.
• 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.

Assets, Store and Fleet 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.
• Oversee Fleet Management tasks.
• Maintain daily vehicle movement schedule. Keep respective records on vehicles assignment etc.
• Compiling regular fuel consumption reports and monthly vehicle utilization analysis.
• 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.

Key Working Relationships:

Position Directly Reports to:  Senior Field Officer

Position directly supervises: Cleaners in IRC A’zaz-based Office.  

Other Internal and/or external contacts:

Internal: Program teams. 

External: Service providers, Suppliers and Landlords.