Supply Chain Coordinator
Commune Urbaine de Niamey
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. They further include to:
•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.
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. Further the holder will:
•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
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
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. The holder will also:
•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;
•Conducts transport needs assessments
•Develops 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