Country Supply Chain Manager 47 views3 applications

Organizational Context

The Jesuit Refugee Service (JRS) is an international non-governmental organization with a mission to accompany, serve, and advocate for the rights of refugees and forcibly displaced people. The organization was founded in November 1980 and has a presence in over 50 countries. JRS undertakes services at national and regional levels with the support and guidance of an international office in Rome. The style of JRS service is human and spiritual, working in situations of greatest need, seeking the long-term wellbeing of refugees and displaced persons, while not neglecting their immediate or urgent needs. JRS offers opportunities to a wide variety of staff, local and international, while maintaining a realistic and localized scheme of salary/stipend, insurance, etc.

Operational Context/Role
Under the direct supervision of the Country Director, the Country Supply Chain Managers’ primary responsibility is to oversee the procurement, logistics, fleet, assets, facilities, stores management, safety and security of the JRS Uganda in collaboration with the Project Directors and Project Logisticians. S/he will ensure that Supply Chain Management best practices and procedures are in place and maintained.

Key Responsibilities

1. Strategic Roles of the Country Supply Chain Manager:

• The Country Supply Chain Manager will be responsible and accountable for the delivery of all procurement and logistics related activities in accordance with JRS’s procurement and logistics policies and procedures.
• S/he will lead Supply Chain management (Procurement, Logistics, Warehousing, Fleet, Assets, and facilities management).
• The Country Supply Chain Manager will be responsible for developing and standardizing Supply Chain processes, systems, and procedures across JRS Uganda Project Offices in consultation with the Country Director.
• To ensure timely, efficient, cost-effective, and accountable operations, the Country Supply Chain Manager will collaborate with Project Coordinators and Project Directors to identify supply chain operational risks, process bottlenecks, and human resource needs to optimize performance.
• The Country Supply Chain Manager will provide strategic direction in the management and evaluation of all aspects of Supply Chain and Logistics, ensuring relevant information; reporting and accountability requirements are
  met.
• S/he will represent JRS in external stakeholders’ meetings, clusters, and fora, ensuring legal compliance to contracting, team leadership and most importantly, Capacity Building of National Logistics Staff.

1. Strategic Management:

• Collaborate with various Head of Departments to ensure programme needs are identified, specifications for goods and services developed and supplies costed with market information.
• Work with the Project Directors to develop and implement realistic Procurement Plans.
• S/he will lead in carrying out market assessments to inform new project proposals and budgets and ensure Value for Money (VfM).
• The Country Supply Chain Manager will lead Logistics Staff to carry out Tender Process with the aim of establishing Long Term and or Framework Contracts with Strategic Suppliers.
• Through the above process, the Country Supply Chain Manager will lead the team in developing and establishing a reliable and Supplier Database capable of responding to the emerging needs of JRS Uganda.
• S/he will work with the logistics staff to develop vendor/supplier evaluation parameters to ensure continued and quality support to JRS activities in Uganda.
• S/he will ensure that Tender processes, evaluations, and contracting are carried out objectively, transparently, and competitively to achieve Value for Money. The SCM will ensure appropriate templates are in place for the tender processes for compliance.
• The SCM will liaise with the Logistics Officers and Construction Supervisors to ensure all contracts for works, services and goods are properly recorded, tracked, monitored, and performed in accordance with the set terms and Conditions.
• The SCM will establish quality assurance standards to ensure specifications are developed, properly documented, items inspected before delivery, and quality issues recorded against each supplier.
• S/he will put in place systems for handling quality complaints from project and other departmental staff and ensure feedback mechanisms are able to deal with such issues.

1. Supply Chain Management

• Collaborate with the Country Grants Officer and provide overviews of logistics requirements for the development of project proposals and subsequent projects.
• Manage the procurement processes in an efficient and cost-effective manner. Provide planning support and advice to Project Directors.
• Maintain a continuous assessment and review of supply needs, providing updated procurement tracking and pipeline information and plans to programme staff for planning purposes.
• Oversee storekeeping operations, ensure proper record keeping for the receipt, storage and issuance of items, physical inventory checks, storage conditions, security, and facility maintenance in project offices.
• Conduct periodic ‘spot checks’ and put systems in place to increase stock reliability and reduce shrinkage through damage, loss, or theft.
• Prepare and submit Monthly procurement pipeline reports, inventory status, consumption, and other supply chain related reports.
• Maintain accurate filing systems, with documented and supported records of logistics transactions for audit purposes.
• Establish and maintain sound and easily retrievable records and files (hard copy, SharePoint and KMS) for all procurements, storage, and distribution transactions.
• Establish and maintain a system for asset and inventory registry, including equipment allocation & maintenance, and disposal of assets in accordance with organization policies.

1. Fleet Management:

• Ensure efficient utilization of available vehicles and any other transport resources, monitor associated running costs (service, repair, maintenance, and fuel) to ensure accountability.
• Ensure vehicle insurance policies are renewed, accidents are reported, and claims processed on time and effectively.

1. Planning and Compliance:

• Participate in budget preparation, monitoring budgetary allocations for procurement activities to ensure compliance.
• Identify and manage risk in Supply Chain ensuring compliance with all relevant legislation, policies and procedures including timely completion of donor ethics and compliance trainings.
• Assess, identify, and prepare for trainings to bridge skill gaps in Supply Chain staffs to strengthen capacity of staffs in relation to procurement, storage, distribution, and related functions.
• Act as Role Model to high standards and ethics in JRS’s policies and procedures, values, and leadership.
• Work with Project Directors and Country Director to ensure direct and indirect reports have clear performance goals and development plans.
• Ensure effective management of resources (financial, technical, human resources and operational) to achieve the organizational strategic objectives.
• Play advisory role on all procurement and logistics management aspects to all field offices.

1. Safety and Security:

• Be the Focal Person for Safety and Security for the Country Operations.
• Develop and implement JRS Uganda Country Security Plan.
• Participate in the regular national working group meetings.
• Regularly update the JRS Uganda staff on any upcoming information for safety and security purposes with close consultation with the Country Director.
• Ensure that all safety and security measures are in place.
• Oversee safety and security capacity building of JRS staff.

Travel

The position requires regular travel to JRS locations in the country, or to an official delegation.

Qualifications and Experience

Education

• Advanced University degree in Procurement, and Logistics Management, Supply chain or any related course.
  • A post graduate diploma in project planning and management, is an added advantage.

Experience

• At least five (05) years of professional experience working in a similar role at an officer or management level.
• In-depth knowledge of the supply chain management cycle.
• Experience in supervisory position.
• Knowledge in Microsoft Office 365 (SharePoint, OneDrive, Teams)
• Knowledge of and experience with outstanding financial management skills including developing and monitoring budgets and financial reporting.
• Excellent organizational and prioritization skills, flexibility, and adaptability
• Ability to work in a multicultural environment and promote effective teamwork also maintaining good relationships with multiple stakeholders.
• Strong management, analytical and interpersonal skills
• Demonstrated experience and commitment in working with marginalized urban communities.
• Previous experience with a faith-based NGO is a significant asset.

Languages

Excellent written and verbal communication skills in English are required.

Required Core values

• Commitment to JRS mission, vision and values, and the ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people, and in advocating for their right to protection and a life in dignity.
• High integrity, honesty, and confidentiality; ability to deal tactfully and discreetly with situations, people and information.
• Acceptance of diversity and inclusion as a core value.
• Willingness to work in flexible, sub-optimal, stressful, and unstable environment.
• Appreciation for principles of Ignatian education and personal development.
• Familiarity with humanitarian principles and minimum standards, including refugees’ livelihoods, Education in Emergencies, MHPSS, and Sustainable Community Development.
• Compassion for refugees and displaced people, a motivation to serve and accompany, and (desirable) experience of working in the context of forced migration.
• A capacity to adapt to highly demanding working conditions with expensive living environment particularly to operate in a dynamic urban centre environment subject to programme adjustments.
• Willing to work and live in Kampala.