Supply Chain Coordinator 214 views0 applications

SCOPE OF WORK

Under the direct supervision of the Deputy Director- Grand Nord with the technical lead from the RSCD for the Great Lakes, the Supply Chain Coordinator- Grand Nord will provide technical oversight to the Supply Chain departments in both Beni and Butembo as well as overseeing the procurement, transport and distribution of all medical supplies for the Ebola response. The day to day management of both Beni and Butembo will be managed by the Team Lead- Beni and the SC Coordinator Butembo respectively. SC Coordinator will supervise the Meds Logs/Warehouse Officer.

Length of Assignment: 7 months, potential to extend based on funding.

SUPPLY CHAIN COORDINATOR- Grand Nord

• Provide technical oversight of all Supply Chain functions in both Beni and Butembo for the EBOLA emergency response;
• Ensure that processes are compliant with IRC Global Supply Chain standard operating procedures in all aspects as followed;

A. PROCUREMENT

Ensure:

• Compliance to IRC and donor policies for all goods and services procurement (including pharmaceuticals and medical equipment)
• In collaboration with the in-country GSC team(s) review and utilize the Procurement contracts (MPA, MSA) in place for the purchases of goods and services.
• The implementation of the GSC procurement SOPs;
• The accuracy of GSC data collected, timely submission of required report(s) to inform the decision-making process.
• Disseminate through trainings the existing procurement process as well the procurement tools to all EU GSC team members.
• Ensuring all required procurement documents are included in waivers request files (Purchase Requests, Market Surveys Proforma (3), ATC etc.)
• Management of all waivers with details of the emergency procurement circumstances; including the country program leadership approval (CD, DDO) before its approval by either the RSCD or the CGSCO.
• The suppliers’ files prepared by the procurement team are historically documenting the supplier(s) performance feedback provided by the emergency unit (s) services requesters after the goods/services deliveries ;
• For ad hoc procurement, the market surveys are mandatory for value for money.
• The existence of segregations of duties in the procurement functions during the emergency deployment.
• The program requirements for supplies of items and services are timely met;
• The Grant (s) procurement and distribution plans are developed, regularly reviewed and all related issues are timely resolved or escalated in collaboration with the emergency unit leadership.
• The end-to-end procurement processes are conducted through the BvA tool;
• Any IRC procurement process deviations are identified, documented and timely
• reported following the mechanism in place for appropriate follow up.

B. INVENTORY, WAREHOUSING, ASSETS AND PROPERTY

Ensure:

• The implementation of the IRC inventory policies during the emergency support for all
• Project Items (cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable).
• The grant inventory report is accurate, regularly produced, reviewed and approved before the Grant closing date.
• The warehousing safety and security requirements are in place.
• The assets maintenance plans are in place as per IRC policies.

C. LOGISTICS

Ensure:

• The vehicle safety policies are in place, disseminated and followed by all vehicles users.
• Effective fuel consumption management tools are developed and in use;
• The fleet legal status (registration, licenses, insurance) are updated;
• The vehicle monthly reports are regularly issued, reviewed and used to inform the leadership strategic decision-making process.
• The vehicle movement planning and tracking tool(s) are in place;
• The driver management policy is developed and followed.

D. LEARNING AND DEVELOPMENT

Ensure:

• Proper staff development plan is developed based on the training needs assessment process, discussed with the unit leadership, approved and implemented.
• Each team members’ objectives are set following the organizational , unit visions as well as operations context(s);
• Proper documentation of the training needs assessment process following the policy in place.
• Ensure all SC staff are trained to standard and sign the IRC code of conduct, conflicts of interest following the SOPs recommendations.
• Ensure all counterparts who deal with supply chain processes are trained to standard
• Provide a detailed handover at the end of deployment;
• Ensure all staff (international and national) are familiar and comply fully with the IRC Way policies;
• Any other related duties as assigned by the supervisor

REQUIRED SKILLS

• Procurement Knowledge of:
• Project and contracting management skills
• Negotiation capacities and solutions oriented
• Knowing and applying donors’ rules and regulations
• Developing and understanding category sourcing strategy
• Data analysis and capacities of interpreting finance reports
• High integrity and capability to Identify and report fraud red flags
• Market analysis leadership

Inventory and warehousing

Knowledge of:

• Inventory and warehousing management, assets running costs analysis as well as safety and security in working environment;
• Warehouse management process of Pharmaceuticals and foods commodities (FEFO, FIFO) is a must
• Assets, inventory donor disposal process;
• Insurance coverage process as well as capacity of assessing, identifying mitigating and /or transferring operational risks with facts analysis logic.

Logistics

• Understanding of local department of transport;
• Knowing customs clearance procedure.
• Ability to develop, adapt or create effective, functional and less-risk procedures.
• Ability to develop vehicles management costs analysis where required,
• Understanding of vehicles safety policies

Leadership & management

Ability:

• To assess operation system, process flow, resources and identify gaps, proceed with root causes analyses, identify/define accountability and develop corrective and preventive plans (CAPA)
• to coordinate and/or deliver trainings and support other staff professional development
• to lead team (multi-cultural)
• to manage SC risk
• Manage changes, to work in volatile environment (security, hygiene, weather related)
• To work in a cross functional collaboration with other department as well as matrix management.
• To manage conflicts and problem solving
• To effectively communicate with the team(s).
• To think strategically.

Professional Standards

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.

Key Working Relationships:

Position Reports to: Deputy Director- Grand Nord/ERT Field Director

Position directly supervises: Med Logs/Warehouse Officer

Position technically supervises: Supply Chain Coordinator -Butembo and SC staff in Beni

Other Internal and/or external contacts:

Internal: Closely works with Team Lead-Beni, Team Lead-Butembo, regular relationships with regional and country Supply Chain staff at all levels, Deputy Director of Operations and Program Coordinators/Mangers.

External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.

Job Qualifications:

Education: Bachelor’s Degree required; advanced professional certification in supply chain management and/or emergency response management strongly preferred.

Work Experience: At least 5 years of experience in managing humanitarian supply chain; Strong ERP roll out and management skills; Demonstrated ability to develop and roll-out supply chain policy and SOPs; Clear training and coaching ability; Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines.

Demonstrated Skills and Competencies: High degree of flexibility and ability to work under sometimes extreme hardship conditions against tight deadlines; Strong computer and communication equipment skills, including Microsoft Office applications. Must be able and authorized to drive manual transmission 4WD vehicles.

Language Skills:

Fluency in French and English required.