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Supply Chain Coordinator - Gaziantep

Gaziantep

  • Organization: IRC - International Rescue Committee
  • Location: Gaziantep
  • Grade: Mid level
  • Occupational Groups:
    • Logistics
    • Supply Chain
    • Managerial positions
  • Closing Date:
The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. 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.
 
IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.
 
Job Overview/Summary:
Supply Chain Coordinator is a key position to the success and delivery of quality programs.  IRC defines Supply Chain as those 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. The Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities for the Syria Country Program. He/she is also responsible for maintaining and increasing performance quality throughout the Supply Chain team in North West Syria in collaboration with Field Director and respective supply chain management team members.  
 
Responsibilities: 
 
Supply Chain General Management
Ensure timely, responsive and provide oversight to Supply chain department to ensure it is compliant with applicable policies, due diligences, procedures and regulations.
In liaison with Field Director, oversee compliance in the field and attend any performance issues observed or reported in order to ensure correction measures are set and implemented.  
As part of contracts management, monitor utilization in terms of meeting terms and conditions in addition to vendor performance to ensure satisfactory service delivery and achieving value for money. 
Provide technical oversight and support to field management for field facilities, asset and inventory control in line with policies and procedures and to meet program needs.
Disseminate IRC Supply chain policies and procedures to ensure staff awareness is adequate and are in complaint and meeting the requirements. Furthermore, and in liaison with Field Director, work actively with field management to ensure consistency whilst implementing IRC standard operating policies and procedures.
Collaborate with the Finance department to ensure that internal controls are met and ensure operations efficiency.
Proactively engage with field management to support staff on enhancing the know-how and utilize supply chain tools to design and implement quality programming. 
Proactively engage with Partnership department to stay up-to date on partnership development and engagement plans. Ensure adequate capacity dedicated for partnership and mobilize resources for PAA activities, Supply chain on-job support, capacity building initiatives and performance reviews as deemed necessary. 
Oversee the implementation of corrective measures to address any gaps or shortcomings flagged by internal/external audit reports.

Supply Chain Planning
The Supply Chain Coordinator is responsible for supply chain activities planning and developing supply chain plans to support program implementation and coordinate closely with internal and external stakeholders. Supply chain planning includes; procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.
Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers and Field Director.  
Ensure that program team develop distribution plan for supplies and assets, and have attention to items with closed grants in the warehouses in the field. 
Coordinate with field management and guide the supply chain field staff on ensuring that there is sufficient spaces in the warehouses before sending program supplies to the IRC field sites or partnership designated locations inside Syria. 
Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.
Ensure that supply chain department is has adequate staffing and roles and responsibilities area realistic and clearly incorporated in job descriptions. 

Procurement Management
The Supply Chain Coordinator owns, manages and drives IRC in country procurement strategies, policies and procedures, the supply Chain Coordinator ensures all country program procurement needs are met on time in accordance with GSC standards.
Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.
Ensure review and execution of procurement contracts in timely fashion 
Ensure Implementation of GSC SOPs in both Gaziantap Based and inside Syria offices. 
Contribute as necessary to ‘Whole of Syria’ transition plans in terms of procurement planning for country program requirements across all areas.
Contribute to framework agreements approach for recurring procurements of products and services to achieve economies of scale and better contractual terms and conditions, and value for money.
Make sure supply chain monthly and quarterly reports submitted on time to DDO and RSCD. Including reporting on KPIs (performance scorecards), and BvA.
Organize procurement trainings sessions for procurement / tender committees in Gaziantap based North West Syria ,and non - supply chain staff if deemed necessary. 
Review procurement documents before payments.
Ensure all Suppliers/service providers Information, history and performance are filed and kept confidentially in all offices. 
Ensue supply chain staff assigned conduct Market Survey and analysis quarterly and shared with extended senior management team. 
Identifying fraud and corruption red flags and address to direct manager and / or through IRC reporting mechanisms on timely manner.
Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
Work with Field Director and respective field management to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures

Inventory Management
The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation for the country program and ensure that their excellent records keeping, implement inventory standard operating procedures and control as provided by GSC. 
Ensure Implementing IRC inventory policies in all IRC Syria Country Program Northwest Syria and Gaziantep offices / locations.
Produce grants ending and year ending inventory report in timely manner.
In liaison with Field Director, monitor and check warehouses/stores safety is IRC standard through supply chain assessment tool. 

Assets Management
The Supply Chain Coordinator is responsible for the procurement, maintenance, safe keeping and record or all IRC country program assets and equipment related to Turkey office and Northwest. 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.
Ensure the Implementation of IRC Asset policies in all IRC Syria Country Program Northwest Syria and Gaziantep offices / locations.. 
Asset maintenance and tracking
Disposal process 
Ensure spot-checks are done systematically, documented, and reported for all IRC assets, inventory and equipment at least once in the year.

Vehicles & Transport Management 
The Supply Chain Coordinator is responsible for overseeing all IRC country fleet (if any) and transportation activities inside Syria, ensure that all IRC fleet operations are conducted with adherence to IRC vehicles policies and procedures including vehicles procurement, vehicles movement, maintenance, and reporting accuracy.
Ensure all IRC vehicles (if any) or vehicles of utilized service providers inside Syria are in good condition and well maintained  
Where applicable and IRC fleet is available, to ensure local fleet management policy is implemented and followed by all in all IRC Syria Country Program Northwest Syria and Gaziantep offices / locations.
Review regularly fuel consumption management for both IRC vehicles (if any) or the contracted transport service providers that are allocated to programs. 
Implement vehicle tracking through technological solutions and advice on more efficient movement plans for vehicles.
Review vehicle and transport services monthly reports and provide necessary support to the supply chain staff inside Syria.
Implement due diligence process on Drivers’ selection, background/reference checks, and contract management.

Compliance and Ethics
The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain process, implement strong procurement controls, identify procurement red flags, implement internal and external audit corrective action plans and ensure all supply chain activities are conducted in ethical manners.

Staff Performance Management, Learning & Development
Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
Develop and implement remote management capacity building approaches to build the strengths the teams in Syria. 
Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.
Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths. 
As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

Required Experience/qualification/Skills: 
 
University Degree, minimum 5-7 years of progressive Supply Chain professional experience or equivalent education and experience.
Exposure to Humanitarian supply chain management and experience with and INGO is an asset. 
Demonstrated success as a Supply Chain leader across all disciplines within supply chain including planning, procurement and logistics
Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, fleet and Transport management, inventory, property and asset management 
Familiarity of donors (US government, European, UN) policies and regulations is an asset. 
Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units
Strong leadership qualities and willingness to exercise initiative. Ability to set an example of leadership for staff in adhering to IRC management policies.
Demonstrated experience of remote management including but not limited to the provision of technical support and the delivery of staff training on a remote basis.
Ability to handle sensitive situations diplomatically with strong interpersonal and communication skills.
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.
Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint.  
Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.
Curiosity, a desire to continually learn and develop and a sense of humor is a must.
Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies. 
 
Language/Travel: 
Fluency in English required, and fluency in Turkish and/or Arabic is an asset.
Travel: 20% to field sites as well as attending regional and global workshops and meetings as needed.
 
Key Working Relationships: 
Position Reports to:  Field Director, Northwest Syria
Position directly supervises: Northwest SC staff (procurement + logistics)
Indirect Reporting (If applicable): Deputy Director Operations, Regional Supply Chain Director
Key Internal Contacts: Field Director, Regular relationships with HQ, regional and country Supply Chain staff at all levels, Deputy Director of Operations, Country Director, IRC Program departments
Key External Contacts:  May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.
 
Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.
 
Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.
Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.
 
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.
 
Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.
 
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