Senior Supply Chain Coordinator, Ukraine
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.
The Senior Supply Chain Coordinator is a key position to the success and delivery of quality programs. IRC defines Supply Chain (SC) as those systems and support function as necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management. The Senior Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities, delivery of an effective supply chain function within the Poland program in compliance with IRC, donor regulations and in line with program objectives. They are also responsible for continuous improvement of performance quality throughout the SC team and ensuring stakeholders’ satisfaction by exercising service-oriented practices.
The incumbent will initially need to travel regularly between field offices and will be based in the Kyiv office once it is established. While the set-up of the Kyiv office is being finalized, this role may be temporarily based in another one of IRC’s current field offices (Vinnytsia or Dnipro).
1. Supply Chain Planning
The Snr Supply Chain Coordinator is responsible for supply chain activities planning, developing supply chain plans to support program implementation and close coordination 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.
- Ensure that program teams develop distribution plan for supplies and assets in order to eliminate inventory remaining in the warehouses after grants closure.
- Coordinate with supply chain field staff ensuring 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 is well staffed and roles and responsibilities of each have clear job description.
- Oversight of quantification for medical commodities
- Support DDO, programs in setting up as per programmatic needs.
2. Procurement Management
The Snr Supply Chain Coordinator owns, manages and drives IRC in country procurement strategies, policies and procedures. He/she ensures all country program procurement needs are met on time in accordance with IRC Global Supply Chain (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 all Poland program offices.
- Ensure supply chain monthly and quarterly reports are accurate and submitted on time.
- Organize procurement trainings sessions for procurement / tender committees in the field offices 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.
- Ensure supply chain officers conduct Market Survey and analysis quarterly and share with program team and field Coordinators/ Managers.
- Identify fraud and corruption red flags and address in 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 Offices Supply Chain staff and Field Coordinator / Managers to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures.
- Work with finance and the DDO to roll out an ERP system that best suits the Ukraine operations.
- Ensures our medical commodity procurement practices meet IRC standards in quality assurance.
3. Inventory Management
The Snr Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and ensuring excellent records keeping, implementation of inventory standard operating procedures and control as provided by GSC.
- Ensure implementation of IRC inventory policies in all IRC Ukraine offices.
- Produce grants ending and year ending inventory report in timely manner.
- Visit field offices at least once per year and check warehouses/stores records and safety as per IRC standard Supply Chain Assessment Tool (SCAT).
- Conduct spot checks and surprise inventory counts as per IRC SOPs.
- Ensure we meet GDP standards in our medical inventory management
4. Assets Management
The Snr Supply Chain Coordinator is responsible for the procurement, maintenance, safe keeping and records of all IRC country program assets and equipment. He/she is responsible for all aspects of the supply chain, logistics, inventory and warehouse and asset management in accordance with IRC and donors rules and regulations.
- Ensure Implementation of IRC Asset policies in all IRC Ukraine offices.
- Ensure assets are maintained timely and are safe to use, all maintenance documented.
- Ensure assets are tracked properly, tagged at the delivery and asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.
- Plan for asset replacement as their service life coming to an end ensuring sufficient funds are budgeted for replacement.
- Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.
- Ensure spot-checks are done systematically, documented and reported for all IRC assets, inventory and equipment at least once a year.
5. Vehicles Management
The Snr Supply Chain Coordinator is responsible for overseeing and coordinating all IRC country fleet and transportation activities, ensuring that all IRC fleet operations are conducted in adherence to IRC vehicles policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy.
- Ensure all IRC vehicles are in good condition and well maintained.
- Ensure all IRC-owned vehicles are reported and insured by IRC.
- Ensure local fleet management policy is in place, implemented and followed by all in all IRC Ukraine offices.
- Review regularly fuel consumption and vehicle utilization management. Based on analysis, plan for increase/decrease of number of vehicles if necessary.
- Review vehicle monthly reports and provide necessary support to the supply chain staff.
6. Compliance and Ethics
The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans and ensuring all supply chain activities are conducted in ethical manners.
7. Learning and Development:
The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.
Snr Supply Chain Coordinator Competencies matrix:
The Snr Supply Chain Coordinator competency matrix is the main supportive document to this job description that details all required skills, tasks and the accountability levels. The Snr Supply Chain Coordinator must ensure that all tasks are preformed according to the standards. The Snr Supply Chain Coordinator is accountable for the competencies matrix implementation.
Key Working Relationships:
Position Reports to: Deputy Director for Operations – Ukraine program and Regional Supply Chain Director.
Position directly supervises: supply chain managers, medical logistics team, procurement staff, warehouse staff and transport staff at CO level.
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 Director, Finance Controller, Program department leads.
External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations, Logistics cluster, IMPAACT.
· Advanced Degree, 6 years or more of progressive Supply Chain professional experience or equivalent education and experience.
· Demonstrated success as a Supply Chain leader across all disciplines including planning, procurement and logistics.
· Demonstrable knowledge and experience in medical logistics and the procurement, storage, transport and distribution of pharmaceuticals.
· Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management.
· Strong collaborator and influencer with effective interpersonal and analytical skills who is able to 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.
· Fluency in English required, proficiency in Ukrainian or Russian a plus
· Ability to travel to remote field offices.
· Resilient, organized, hard-working, with positive attitude.
There is active conflict in parts of the country and a possibility for further expansion of the conflict and violence into other areas. Staff must comply with all IRC security policies and procedures applicable to international staff. Security will be thoroughly discussed during the interview process.
Standards of Professional Conduct:
The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of 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, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.
- Procurement plans are delivered timely
- Procurement trackers are delivering weekly updates to DDO
- Fleet follow up systems are in place
- Fuel reconciliations are monthly implemented
- Inventories are updated monthly
- IRC way is enforced in all SC
- SC staff is regularly trained in IRC policies and protocols
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 or disability.