Summary
Date Posted: Thursday, July 28, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Deputy Supply Chain Coordinator

Job Description
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 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 has been working in Uganda since 1998 supporting nationals, refugees and various institutions in the country notably the government, community based organizations, civil society and the private sector. The current program portfolio in Uganda includes health, peace building, gender based violence, economic recovery, agribusiness, children and youth. http://www.rescue.org/country/Uganda . IRC has a country office in Kampala, a regional office in Kitgum, Adjumani, Kiryandongo and Moroto. Given the recent conflict outbreak in South Sudan, IRC re-opened the Yumbe Field site office to support refugees being settled in Bidibidi refugee settlement in Yumbe District Imvepi refugee settlement in Arua District. As more refugees continued to arrive Imvepi got filled up, the government opened up Omugo - Rhino extension in Rhino Settlement with an estimated population of 43,000 to be settled across six sections of the settlement.

Job overview/summary
Deputy Supply Chain Coordinator (DSCC) is a key position to the success and delivery of quality programs. Supply Chain entails all the systems and functions necessary to implement programs effectively, inclusive of planning, procurement, inventory management, constructions, property, and asset management as well as vehicle and fleet management. The DSCC is accountable for the design, planning, execution, and monitoring of supply chain activities at the 2 field sites of Yumbe and Imvepi.

KEY RESPONSIBILITIES
1. Supply Chain Planning
The Deputy Supply Chain Coordinator (DSCC) is responsible for providing oversight to supply chain operations (procurement, inventory management, fleet management) in West-Nile. DSCC plays critical roles in developing supply chain plans to support program implementation while working in close collaboration with internal supply chain and program staff and external stakeholders that include: UNHCR, OPM, and AIRD workshops.

• Supply chain planning includes updating and uploading of Item forecasts/procurement plans for all active grants in both Yumbe and Imvepi, warehousing plans, transport plans, staffing plans, distribution plans and training plans for supply chain workforce in the region.

• Ensure item forecast/procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.
• Ensure that program teams develop distribution plans for supplies and assets in order to eliminate inventory remaining in the warehouses after grants closure.
• Coordinate with warehouse 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 part of the PMEs and incorporated into the budgets.
• Ensure that supply chain department in the 2 locations of Yumbe and Imvepi is well staffed and roles and responsibilities of each have clear job descriptions.
• Support the program team in setting up as per programmatic needs.
• Regularly use SCAT to understand staff capacity issues and develop actionable supply chain improvement plans to address the gaps identified. The report must be shared with SMT on bi-annual basis.

2. Procurement Management
The DSCC owns, manages, and drives IRC procurement strategies, policies, and procedures. He/she ensures all 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 supply chain SOPs in the field offices of Yumbe and Imvepi.
• Ensure supply chain monthly and quarterly reports are accurate and submitted on time.
• Organize procurement training 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 the 2 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.
• Ensure effectiveness, uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures.

3. Inventory Management

The DSCC is responsible for managing and controlling all inventory and warehouses operation in the 2 field offices and ensuring excellent records keeping, implementation of inventory standard operating procedures and control as provided by relevant SOPs.
• Ensure implementation of IRC inventory policies in all the 2 offices.
• Produce grants ending and year ending inventory report in timely manner.
• Visit the 2 field offices regularly 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.

4. Assets Management
The DSCC is responsible for maintenance, safe keeping and records of IRC program assets and equipment in Yumbe and Imvepi. He/she 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 Implementation of IRC Asset policies in the 2 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.
• Ensure that Fixed Asset records are regularly updated in Integra by Asset responsible person.
• 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 DSCC is responsible for overseeing and coordinating IRC fleet and transportation activities in west Nile, ensuring that all IRC fleet operations are conducted in adherence to IRC vehicles policies and procedures including, vehicles movement, maintenance, and reporting accuracy.

• Review regularly fuel consumption and vehicle utilization management. Based on analysis, plan for increase/decrease of number of vehicles if necessary.
• Review and share vehicle monthly reports and provide the necessary support to the supply chain staff.
• Review and share UNHCR fuel accountability reports and ensure accurate records of Master vehicle and motorcycles are maintained.

6. Compliance and Ethics
The DSCC 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.

8. Learning and Development:
The DSCC is responsible and accountable for overseeing all supply chain learning and development initiatives in West Nile region and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.

9. Programs Support, Strategy and Business Development
Support the Finance team in the development and updating of the Field operating budget, in coordination with the Field Coordinators.
Provide added support to program coordinators/Managers as required.
Provide input including operational risk analysis and recommendations to the Field Coordinators and Finance Managers related to operations spending and effectiveness of field level reporting and planning systems.

10. Working with Partners
Participate in partner project capacity reviews (PPCRs) and any required partner due diligence related to supply chain functions in accordance with IRC’s PEERs process;
Participate as key staff in Grant Opening Meeting, Project Implementation Meeting, BvA meetings, Grant Closure Meetings.
Ensure delivery of supply chain specific training and capacity support for partners in accordance with approved partner capacity development plans.


Standards For Professional Development
The IRC and IRC workers must 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.

Qualifications
• Bachelor's degree in Supply Chain Management, Information Systems, Business Administration, International Development, or related discipline required.
• 6 years of progressive supply chain experience with expertise across planning, procurement, logistics, inventory management, and fixed asset management
• Excellent problem solving, communication, and influencing skills within a matrixed environment
• Proven coaching and training, project management, process mapping, and process documentation skills
• Experienced user of ERPs, data warehouses, Excel, Word, and PowerPoint
• Strong capability to articulate complex concepts into understandable language for diverse audiences Proven coaching and training, project management, process mapping, and process documentation skills.
• Demonstrated experience implementing and/or supporting finance and supply chain applications required.
• Experience with finance and supply chain business processes within Non- Governmental Organizations preferred.
• Knowledge, Skills and Abilities
• Strong presentation, facilitation, training, mentoring, and coaching skills
• Excellent interpersonal, written, and oral communication skills
• Excellent relationship management skills with ability to influence and get buy-in from people not under direct supervision
• Strong strategic, analytical, organizational, and systems thinking skills with capacity to see the big picture and ability to make sound judgment
• Ethical conduct in accordance with recognized professional and organizational codes of ethics
• Proactive, resourceful and results oriented.
• Ability to be effective with minimal supervision


Work Hours: 8

Experience in Months: 72

Level of Education: Bachelor Degree

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