Supply Chain and Admin Officer

Milan

Organization: IRC - International Rescue Committee
Location: Milan
Grade: Junior level - Junior
Occupational Groups:
- Operations and Administrations
- Logistics
- Supply Chain
Closing Date: Closed

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, 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, the IRC aims to restore safety, dignity, and hope to millions who are uprooted and struggling to endure.

Following a first assessment conducted in January 2017 in Italy and another one in July 2017, several critical protection gaps were identified within assistance provided to refugees and migrants in Italy: mental health and psychosocial support (MHPSS), assistance to unaccompanied children, information provision and legal support. To respond to the identified gaps IRC established a small presence in Italy. Programs in Italy include Refugee.Info web-based information platform, child protection programming targeting unaccompanied children and victims of trafficking, mentoring programs for the socio-economic inclusion of refugee youth, WPE, and education (social emotional learning and healing classrooms). With the onset of the Ukrainian refugee crisis in Ukraine, IRC Italy is ramping up its capacities to respond to the protection and MHPSS needs of newly arrived Ukrainian refugees in several locations in Italy.

Job Summary

We are looking for a Supply Chain and Admin Officer who will be responsible for ensuring that all logistics activities and procurements are done on a timely basis without compromising IRC standards, as well as other admin duties. The SC Officer will work closely with the program, finance, and other staff to ensure that planned activities are implemented accordingly, including timely and compliant procurement of Program supplies, services, and equipment, whilst ensuring standard processes and maintaining audit-compliant records.

Specific Duties and Responsibilities:

Supply Chain

Responsible for national and international procurement requests received and their review, ensuring that procurement is carried out in accordance with IRC and donor-specific policies and procedures.

Ensure that all materials purchased are of appropriate quality and price and are timely delivered.

Generate all required procurement documentation and impeccably maintain records and files.

• Maintain a complete filing system for all procurement-related documents according to IRC Procurement Manual.

• Coordinate with Finance Department to make sure the payments are delivered to the suppliers.

• Assist program staff with raising purchase requests (PRs) and provide price estimations of goods requested.

• Update relevant staff about the status of their request and delivery and maintain regular contact with the supervisor on matters of procurement.

• Produce routine purchase status including dedication and other SC reports as requested/needed and prepare procurement contracts, Purchase orders, and processing tenders.

• Conducting regular market surveys and maintaining an up to date supplier database with key supplier information.

• Lead other supply chain functions including warehousing, transportation, and assets management, ensuring all office equipment is stocked with required supplies (stationary, cleaning and kitchen supplies, toner, paper, etc.)

• Establishing and maintaining good professional working relationships with suppliers, contractors, and inspection companies whilst closely adhering to IRC’s anti-corruption guidelines and IRC’s code of conduct.

• Review and verify bills received for the office, including utilities, maintenance, provision of standard supplies, new furniture, or equipment, and prepare payment requests; undertake analysis of bills to make recommendations on most cost-effective billing approaches.

Facilities Management & Supplies

• Be responsible for the process of receiving, logging, and follow-up on requests for space, accommodation, and supplies;

• Supervise and firm up the identification of new premises the need arises;

• Refer any maintenance required to the IT department;

• Ensure office premises are well handled and maintained.

Visitors

• Ensure a regularly updated visiting staff schedule is maintained;

• Be responsible for hotel bookings as the need arises for visiting staff, consultants, et,, including ensuring prior approval by an authorized supervisor and recording of accounting expense codes;

• Connect with visitors to confirm arrivals, accommodations, and any transport requirements;

• Ensure visitors are advised in advance of all arrangements and provided with arrival package including contacts and latest visitor security protocols;

• Verify hotel billings and prepare related payment requests;

Others:

• Record details of all IRC interoffice mail pouches and international Skypack delivery and ensure timely distribution to recipients

• Perform admin duties as needed and all other ad-hoc duties, as and when assigned by the supervisor

• Key working relationships:

• Position Reports to IRC Italy Senior Finance Officer

• Required to work closely with the IRC Italy Program team, Program Manager, and Head of Office

• External collaboration with suppliers travels service providers etc.

Requirements:

• Degree or professional certification in Administration, Business Management, or a related field is strongly preferred

• At least a 3 years confirmed experience in Supply Chain

• Ability to develop analytical spreadsheet reports.

• Confirmed digital literacy in MS Word, MS-Excel MS-Access, and related programs required.

• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously.

• Ability to meet deadlines and flexibility in working under pressure

• Willingness to put in extra hours in emergencies.

• Systems-oriented individual.

• Strong project planning, organizational, interpersonal, and communication skills;

• Proficiency in English and Italian, both written and spoken.

Reporting Lines

• Positions directly reports to: Senior Finance Officer, IRC Italy

WORK ENVIRONMENT

This position will be based in Milan. For the right candidate, the possibility to work from home from other locations in Italy

• Closing date; December 31, 2022

Application:

We encouraged you to submit your Curriculum vitae or resume in English.

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.

• Due to the urgency of the recruitment, candidate applications will be considered on a rolling basis and IRC reserves the right to conclude the recruitment with a qualified candidate prior to the closing date.

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