Summary
Date Posted: Sunday, August 21, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job Overview and Summary
The Supply Chain Officer holds primary responsibility to procure program supplies, monitor and coordinate vehicle movement and maintenance, reporting any incidents immediately to the SCM and carry out various supply chain monitoring and coordination functions including warehousing, asset, and maintenance.

Specific Responsibilities
Procurement
• Work with program staff to develop item forecast and submit to Supply Chain Coordinator for uploading in Integra.
• In coordination with the Supply Chain Manager and Supply Chain Coordinator to set up MPAs and MSAs for the Kampala Office.
• Implementation and / or maintenance of standard IRC procurement standard operating procedures (SOP).
• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
• Attend procurement committee meetings.
• Coordinate 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 and maintained.
• 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 required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Maintain Vendor Information for regularly purchased items and be informed of current local market conditions.
• Request for vendors to be created in Integra by submitting all the supporting documents
• Support and provide the appropriate trainings for procurement and program staff as required. 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 Supply Chain Manager.
• Ensuring that all procurement is done at the best value possible, while maintaining the quality of the product.
• That procurement is done in the most transparent and cost-effective way possible.
• Ensure all procurement activities are fully and transparently documented through PRs/Item Forecasts, POs, RFQs, Comparative Statements, Bid Analysis, Invoices and Delivery Reports.
• Initiate Invitations to bids and collect quotations from suppliers as and when necessary
• Maintain database of good and reliable suppliers for different categories of supplies, goods and works.
• Keep Supervisor informed of all developments and issues through daily briefing, weekly procurements updates and bi-monthly reports.
• Conduct market surveys every quarter and share with staff
• Assist with any other duties as requested by the supervisor.
Staff Management
• Practice excellent human resource management, supporting the development, promotion, and retention of a motivated team of qualified and experienced staff.
• Identify staffing and/or skills gaps and see that these gaps/needs are filled and support the recruitment of all.
• Set clear performance objectives for staff you supervise and ensure that they are understood.
• Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met.
• Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures.
• Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.
• Develop long term plan for continued quality leadership by providing staff development and succession plans.
• Ensure that staff annual leave is tracked and planned and that there is sustainable coverage and backup for all staff going on leave.
• Review and approve/endorse timesheets of your staff monthly and travel and leave requests when the requests are made.
Reporting
• Prepare and submit weekly activity reports to the Supply Chain Manager
• Update the procurement tracker and share with the Supply Chain Manager and staff on a weekly basis.
• Review Purchase Orders (POs) in Integra and share a report with the Supply Chain Manager indicating the status of the POs.

Qualifications
• Bachelor’s degree in Procurement and Supply Chain Management, Business Administration/Financial Accounting or Logistics related Program
• Knowledge of generic Supply Chain procedures and practices (IRC or NGO experience is an added advantage).
• Familiarity with major donor and local regulations / laws is an added advantage
• Three (3) years of experience working as a Supply Chain Officer (Procurement, Assets, Transport and Warehouse) in a multi-cultural environment
• Competent in spoken and written English
• Good mathematical skills.
• Competent use of PC especially spreadsheets (format / sort / filter).
• Fluent English and local language a plus
• 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.

Personal Characteristics:
• Strong sense of personal integrity.
• Pays attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
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