Supply Chain Officer

Job Description

Job Title: Supply Chain Officer
Band/Level / Grade: Professional 8B
Department: Supply Chain
Location: Sana’a  

BACKGROUND:

 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 IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small project to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Aldalea.  Currently IRC Yemen is operating in eight governorates in the south and north of Yemen and Sana’a and Hodeidah in the North through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

SCOPE OF WORK:

 The Supply Chain Officer is an essential position to the success and delivery of quality programs in the North Yemen Program. The position holder will equally support both Sana’a and Hodeida offices in ensuring that the various supply chain functions are performed as per IRC standard. 

JOB SUMMARY:

 IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning, procurement, logistics, property and asset management as well as vehicle and fleet management.

Under the direct supervision of the Senior Field Manager and Management In Partnership (MIP) with the Supply Chain Coordinator, the Supply Chain Officer is responsible for supporting the Supply Chain functions to ensure efficient procurement and delivery of supply chain functions in Sana’a and Hodeida offices.

SUPPORTING FIELD LOCATIONS:
The position will be based in Sana’a with support to Hodeida field office.

WORKING RELATIONS:
- Position Reports to:Senior Field Manager
- Position directly supervises: None
- Internal: Regular relationships with program staff, Supply Chain Coordinator, Field Managers and Head of Office, Liaison team and country Supply Chain staff at all levels,
- External: Vendors and service providers.

MAIN RESPONSIBILITIES:
- The implementation and / or maintenance of standard IRC procurement policies and procedures and donor-specific polices.
- Provide procurement services in Hodeida and Sana’a programs and facilitate movement to the field Office.
- Process of the procurements for the programs and operations, and other related field supports.
- Coordination with Finance, Admin, and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
- Ensuring that a transparent and responsive procurement process is implemented, maintained, and conduct tendering process when required
- Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
- Ensuring that all Supplies, services, and equipment’s required are delivered in time.
- Establishment and maintenance of ethical, professional working relationships with suppliers.
- Maintain supplier information for regularly purchased items and be informed of current market conditions.
- Coordinate with warehouse on deliveries and ensuring quality items are received

1. Supply Chain Planning
Supply chain planning includes.
- Prepare, review and update item forecast/procurement plans.
- Implement all IRC procurement SOPs.
- Implement sourcing strategies and relationships with suppliers.
- Monitor supply market and conduct market surveys & analysis
- Support in asset, facilities and fleet planning and management.

2. Procurement
The Supply Chain Officer is responsible for implementing procurement plan and ensures all program procurement needs are met on time in accordance with Global Supply Chain and donors’ standards. These includes:
- Implement IRC procurement SOPs in all procurements.
- Conducting market surveys.
- Support program/requesters in reviewing item forecast before forwarding to the Supply Chain Coordinator for uploading in Integra after review by Finance.
- Update price lists for frequently procured supplies and services on regular basis.
- Using the IRC Integra Procurement and Sourcing Module (Online), create Purchase Request and submit for approval with all the supporting documents.
- Send out Request for quotation to suppliers
- Participate in tender meetings & evaluations.
- Conduct negotiations with suppliers that is transparent and documented.
- Prepare bid analysis and other bidding documents for approval.
- Demonstrate value for money in procurement.
- Prepare payment requests and submit to Senior Supply Chain Manager for review before submitting to finance for payment.
- Support with customs clearance and tax exemption procedures for shipment from South to North and other international procurement/shipments that will come via Hodeida port.

Integra (IRC ERP) related responsibilities
- Create Purchase Order (PO) from Sales Order
- Review Draft Purchase Order and Submit for approval with all supporting documents attached to it
- Confirm PO and Transmit to Vendor
- Change a PO in Integra after it has been approved when required
- Create a Return PO for Invoiced Items (to obtain credit from vendor) when required

3. Transport/Fleet responsibilities
Specific responsibilities include,
- Work with the Field Manager and Supply Chain Coordinator to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies.
- Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.
- Evaluate, manage and monitor drivers.
- Manage the vehicle pool
- Ensure that appropriate communications and tracking equipment is installed and functioning in IRC hired vehicles to meet the operational and security requirements.
- Ensure the correct and timely routine maintenance and repair of IRC generators.
- Ensure that all hired vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
- Inspect and record condition of hired vehicles, by maintaining weekly checklists file andensuring that Vehicles log books are accurately filled
- Ensure all vehicles are properly cleaned on daily basis.
- Prepare weekly and monthly report on transport department and discuss with Field Manager and Supply Chain Coordinator
- Work with the Humanitarian Access & Security team and Supply Chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements.
- Ensure that all vehicles are secure when not in use.
- Be familiar with local regulations / laws.

4. Asset and Property
- Ensuring that all assets are controlled and managed properly in accordance with donor-specific polices.
- The implementation and/or maintenance of standard IRC assets management policies and procedures.
- Update the Asset register, and the inventory list for assets and expendable store and produce monthly reports.
- Work closely with supervisor to dispose assets including Auction, transfer, and donation process management in line with donor regulations and approval, with reference to organization policy.
- Conduct asset inventory (physical count) during the reporting period.
- Pull out updated asset list for end of grant report and reconcile with Finance team

Integra related activities with support from the finance department
- Update Fixed Asset Record with Required Information
- Create and acquire a CIK Fixed Asset (Non- depreciable)
- Create and acquire a CIK Fixed Asset Record (Depreciable)
- Create a PR for a Capitalized Fixed Asset
- Get monthly Asset Depreciation from Finance
- Disposal - Capitalized Fixed Asset (Scrap)
- Disposal - Capitalized Fixed Asset (Sale)
- Disposal of a Non-Depreciable Asset (No Gain)
- Disposal - Sale of a Donor Asset (For Gain)
- Track Repair and Maintenance Costs for a Fixed Asset
- Perform Fixed Asset Transfers between projects, offices, or sub-offices
- Update the Project Association Table in the Fixed Asset Record
- On monthly basis generate Project Asset List

5. Compliance and Ethics
- Implement due diligence for suppliers, this includes conducting ATC, reference checks, supplier visits etc.
- Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
- Identify and report procurement red flags.
- Implement internal and external audit corrective action plans (CAPs) if any
- Procurement are conducted in compliance with donor regulations

This job description is not exhaustive and additional tasks in the remit of the role may be added / removed according to operational changes.