Supply Chain Coordinator
IRC Supply Chain entails all the systems and support functions necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management. Supply Chain Coordinator is a key position to the success and delivery of quality programs. The Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities at the country level.
1. Supply Chain Planning
The Supply Chain Coordinator is responsible for supply chain activities planning. The role holder coordinates closely with internal and external stakeholders to develop supply chain plans to support program implementation. Supply chain plans include: procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.
Prepare consolidated annual procurement plans and develop country program sourcing strategy for all active and pipeline grants in collaboration with program Coordinators and Managers,
Ensure that program team develop distribution plan for supplies and assets of closed grants in the warehouses.
Proactively Participate in the Project Cycle Meetings, including Project design, project planning, Project opening, project review, project close-out and project learning meetings to ensure that supply chain related issues are well articulated to all stakeholders and resolved for successful project delivery. Coordinate with supply chain field staff to ensure 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 has sufficient staff and roles and responsibilities of each have clear job description.
2. Procurement Management
The Supply Chain Coordinator owns, manages and drives IRC in country procurement strategies, policies and procedures. The position holder ensures all country program procurement needs are met on time in accordance with Global Supply Chain standards.
Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.
Ensure review and execution of procurement contracts in a timely fashion
Lead market surveys and analyses by collecting, organizing and analyzing market data and share results with program team and field Coordinators and Managers on a regular basis.
Ensure the bidding process by developing and implementing the office sourcing strategy, managing the Master Agreements and RFQ/RFP Processes and completing a purchase request process
Develop negotiation strategies and manage negotiations for high spent categories
Proactively engage with Programs, Suppliers, Partners, NGOs, logistics clusters and other stakeholders to ensure good coordination and adequate information sharing to address common concerns or risks affecting the market
Organize procurement trainings sessions for procurement / tender committees in the field offices and non - supply chain staff if deemed necessary.
Identifying fraud and corruption red flags and address them in a timely manner.
Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
Make sure supply chain monthly and quarterly reports are analyzed and communicated to stakeholders including key actions to be taken and submitted on time to the leadership team.
Review of SC Key performance indicators (KPIs) and set improvement plans.
Ensure all vendors’ history and performance Information, is properly documented and procurement transaction files and supplier files maintained in accordance with applicable Standard Operating Procedures (SOPs) Work with Field Offices Supply Chain staff and Field Coordinator and Managers to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures
3. Inventory Management
The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and to ensure excellent record keeping, in accordance with inventory standard operating procedures and controls as provided by Global Supply Chain. The Supply Chain Coordinator will:
Ensure appropriate warehouse site selection, and Implementation of warehouse safety/security requirements
Ensure effective handling of inventory, including drug storage, cold chain, buffer stock, contributions in kind (CIK) and food commodities
Set up stock reorder levels as per the IRC standard operating procedures and donor requirements
Implement the IRC inventory policies with regard to all project Items including cycle count, investigate discrepancies and develop action plan to address them.
Produce grants ending and year ending inventory report during each grant closing and end of fiscal year in timely manner.
Coordinate inventory disposal procedures as per host government, IRC and donor rules and regulations
4. 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.
Conduct Asset needs assessment
Develop Assets maintenance plans as per IRC policies, including repairs tracking and insurance coverage process.
Ensure spot-checks are done systematically on a quarterly basis, any discrepancies documented and reported; and action to address the root causes developed for all IRC assets, inventory and equipment.
Handle asset and property disposal, including auction management as per the IRC asset disposal process
Ensure that grants inventory and asset report is accurate, regularly produced, reviewed and approved before the Grant closing date.
5. Logistics and Fleet Management
The Supply Chain Coordinator is responsible for overseeing and coordinator all IRC country fleet transportation and Logistics activities to ensure that all IRC fleet operations are conducted with adherence to IRC Fleet management policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy. The Supply Chain Coordinator:
Implements IRC global Fleet Management policies and procedures and/or develops country specific fleet management policies and procedures needed to comply with local regulations and ensure that they are implemented and followed in all IRC in country offices.
Ensure that fleet legal status (customs clearance, registration, licenses, insurance) are up to date;
Conduct transport needs assessments
Develop and monitor fleet movement plans, vehicle maintenance, driver assignment, vehicle safety, and fuel consumption.
Analyzes fleet spent, including fuel consumption and maintenance costs and produces reports on a periodic basis to facilitate strategic decisions and ensure fleet optimization
Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process.
6. Compliance and Ethics
The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain process, developing and implementing strong procurement controls. The Supply Chain Coordinator:
• Identifies and sets mitigation plan to manage Supply Chain risks, including identification of red flags, and implementing internal and external audit corrective action plans to ensure all supply chain activities are conducted in an ethical manner.
• Ensures compliance to IRC and donor policies in the procurement and distribution of program supplies and assets.
• Ensure that assessments of supply chain policies, procedures, controls, and performance is conducted and any deviations addressed in the country program where designated
• Implement and sustain segregation of duties in procurement and other related functions.
• Develop and support implementation of post-audit corrective action plans and other improvement plans.
7. Staff Management and Development:
The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country by:
• Leading the recruitment of new staff through effective utilization of the IRC supply chain competency matrix.
• Ensuring that the supply chain department is well staffed and roles and responsibilities of each have clear job description.
• Ensuring each team members' objectives are set following the organizational unit vision as well as operations context(s);
• Ensuring assessment of supply chain staff competency and training gaps and develop appropriate intervention programs
• Coordinating training and maintain training records
8. Pharmaceutical Supply Chain
• In collaboration with the health team, ensure forecasts and supply planning for pharmaceutical supply are created for all health projects by project start date.
• With the guidance and support from global pharma leadership develop a supply strategy for the supply of pharmaceuticals (global, regional, national) including freight.
• Ensure the IRC standard pharmaceutical inventory tracking tool is in place and accurately maintained in each location
• Ensure implementation IRC pharmaceutical quality assurance policy, associated SOPs and procedures for Cold Chain best practice in the warehouse and in local transport.
• Ensure adequate drugs management and transportation tool and materials are available for the effective management of drugs.
Key Working Relationships:
Position Reports to: Regional Supply Chain Director and Deputy Director for Operations
Position directly supervises: Procurement staff, Warehouse staff, and Transport staff.
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.
• Bachelor’s Degree required;
• Advanced professional certification in supply chain management and/or emergency response management strongly preferred.
• 8 years of progressive Supply Chain professional experience, with 3 years at a similar level of responsibility
• Experience working with in an ERP environment
• Experience with Data Analysis
• Demonstrated ability to develop and roll-out supply chain policy and SOPs;
• Clear training and mentoring ability;
• Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines.
Demonstrated Skills and Competencies:
• Have a high degree of flexibility and ability to work under sometimes acute hardship conditions against tight deadlines.
• Strong computer and communication equipment skills, including in Microsoft Office applications.
• Strong collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across countries, cultures, and organizational units
• Able to work effectively in a highly matrixed structure
• Strong financial management and budgeting skills
• Excellent training and coaching ability
• Ability to travel to remote field offices.
Fluency in English is required.
Good working knowledge of French and/or Arabic would be an added advantage
ABOUT THE IRC
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.
Standards of Professional Conduct: The IRC and IRC workers adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances
IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.