Entry Level Supply Chain Officer US NGO Job Careers – International Rescue Committee (IRC)
Job Title: Supply Chain Officer
Organization: International Rescue Committee (IRC)
Duty Station: Uganda
Reports to: Supply Chain Manager
About US:
The International Rescue Committee helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. It was created by Albert Einstein more than 80 years and has been working in Uganda since 1998. It has particularly working in the conflict zones where tens of thousands of people have been kills and over 1.6 million displaced. Following a peace agreement in 2006, Ugandans are returning home and looking to rebuild their lives. The IRC is there to protect women and children from violence and exploitation by fostering a safe environment and encouraging education, and is supporting farmers and small businesses, and helping communities promote peace and long-term development.
Job Summary: The Supply Chain Officer holds the primary responsibility of carrying out various supply chain monitoring and coordination functions including procurement, logistics/ transport, warehousing, Asset management, and maintenance reporting any incidents that may arise immediately to the Supply Chain Manager.
Key Duties and Responsibilities:
Procurement
- Follow all IRC and donor purchasing procedures and regulations, ensuring all PRs are correctly filled in with all the required information.
- Ensure all procurements are fully and accurately documented, which leads to easy tracing of procurement records.
- Continuously inform the program staff of the progress and constraints in the procurement process and develop solutions in consultation with the Program Managers.
- Ensuring that all procurement is done at the best value possible, while maintaining the quality of the product.
- Ensure procurement is done in the most transparent and cost effective way possible.
- Ensure all procurement activities are fully and transparently documented through PRs, POs, RFQs, Comparative Statements, Bid Analysis, Invoices and Delivery Reports.
- Initiate Invitations to Bids and collect quotations from suppliers as necessary and when necessary.
- Coordinate with finance Officer and Supply Chain Manager for the supplies and making sure suppliers are paid effectively.
- Maintain efficient systems for purchase requisitions, orders, and their administration through files that easily demonstrate open vs closed purchase requests.
- Maintain database of good and reliable suppliers for different categories of supplies, goods and works.
- In coordination with the Program Managers and Supply Chain Manager set up MPAs and MSAs for the field site.
- Keep Supervisor informed of all developments and issues through daily briefing, weekly procurements updates and bi-monthly reports.
- Provide ongoing training, advice to supply chain and program staff in procurement policies, systems and procedures.
- Responsible for contracting vehicles for transportation of materials to the Program offices and sites.
- Submit monthly report on cost and status of all procurement during reporting period.
- Assist with any other duties as requested by the supervisor
Transport
- Work with the Supply Chain Manager and Health Managers 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.
- Advise the Program Managers and Supply Chain Manager on vehicle requirements and issues.
- Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel.
- Evaluate, manage and monitor drivers.
- Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.
- Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
- Ensure that all vehicles are maintained in efficient manner. Schedule timely and regular preventive maintenance of all vehicles and Generators.
- Ensure that regular meeting is taking place with the drivers, and reports any concerns to the Program Managers.
- Compile the drivers’ duty roster and work schedule·
- Coordinate with admin to ensure mail is distributed by drivers to the correct recipients.
- Ensure that all drivers are in possession of driver’s valid licenses and that all vehicles are insured.
Inventory Management (Warehousing and Asset)
- Advise the Program Managers and Supply Chain manager on the potential inventory shortages, warehouse specific issues or improvements.
- Implement and ensure clear loading/offloading procedures, correct stacking and turnover (FIFO) procedures.
- Organize shipment of the program materials to the Program site.
- Maintain proper tracking of all the IRC assets present in the Kitgum/Lamwo Program
- Manage stock quipping records including Asset issue form, asset register and tags.
Reporting
- Prepare a monthly activity report for submission to the Supply Chain Manager.
- Produce a monthly Vehicle operation report,
- Asset List and stock report including transit stock.
- Prepare a PR and commitment tracking report
Qualifications, Skills and Experience:
- The applicant for the International Rescue Committee (IRC) Finance and Administration Assistant job must hold a Degree in Procurement, Business Administration/Financial Accounting or Logistics related Program
- Two years of experience working as a Supply Chain Officer in a multi-cultural environment
- Good communication and staff management skills
- Computer literacy (Microsoft Office Word and Excel spreadsheets; Outlook)
- Excellent interpersonal and communication skills
- Remains productive when under pressure.
- Demonstrates a systematic and efficient approach to work.
- Fluent English and local language a plus
How to Apply:
All suitably qualified and interested candidates should send their applications online at the link below.
Deadline: 20th December 2019