Summary
Date Posted: Wednesday, January 10 2024, Base Salary: Not Disclosed

JOB DETAILS:
Job Overview
The Supply Chain officer holds the primary responsibility of carrying out various supply chain monitoring and coordination functions including warehousing, Asset management, procurement, logistics/ transport, and maintenance reporting any incidents that may arise immediately to the Field Coordinator.

Specific Responsibilities:
Transport
• Implement and direct IRC standard Vehicle policies and procedures, with attention to safety and security issues.
• Advise the Program Coordinators, and field coordinator on vehicle requirements and issues.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles 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 an 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 Coordinator.
• 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 field coordinator 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 field site.
• Manage stock quipping records including Asset issue form, asset register and tags.

Procurement
• Follow all IRC and donor purchasing procedures and regulations, ensuring all PRs/ item forecasts 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 Field Coordinator.
• 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 Senior Finance Officer and Field coordinator 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 Field coordinator set up MPAs and MSAs for the field site.
• Keep Supervisor informed of all developments and issues through daily briefing, weekly procurements updates and 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 sites and transportation of staff to field locations.
• Submit monthly report on cost and status of all procurement during reporting period.
• Ensure safeguarding to all IRC clients at the time of sourcing and contracting.
• Assist with any other duties as requested by the supervisor.

Qualifications
• University degree in Procurement, Business Administration/Financial Accounting or Logistics related Program or equivalent (CIPS qualification will an added advantage).
• At least 4 years Prior experience of working in Supply chain management 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.
• Knowledge of procurement principles and contract Management.
• Commitment to understanding IRC’s aims and IRC way.
• Demonstrates a systematic and efficient approach to work.



Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure

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