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Supply Chain Coordinator

International Rescue Committee

This is a Full-time position in Kampala posted April 28, 2022.

International Rescue Committee Carreer opportunities in Kampala Supply Chain Coordinator Jobs opportunities in Kampala at International Rescue Committee

# Job Description

Requisition ID: req27226
Job Title: Supply Chain Coordinator
Sector: Operations
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Kampala, Uganda

Background/ IRC Summary
Founded in 1933, the International Rescue Committee www.theIRC.org is a
world leader in relief, rehabilitation, and post-conflict development services
for those uprooted or affected by violent conflict and oppression. The IRC
works in over 40 countries around the world, addressing both the immediate and
lifesaving needs of conflict affected people in emergencies and the
reconstruction needs of post-conflict societies. The IRC has been working in
Uganda since 1998 supporting IDPs, refugees and various institutions in the
country notably the government, community-based organizations, the civil
society, and the private sector. The current program portfolio in Uganda
includes health and nutrition, support to persons with specific needs PSNs
including case management, legal assistance to refugees, prevention, and
response to gender-based violence, and economic recovery and development. IRC
Uganda has its head office in Kampala, with field offices in Kyegegwa, Lamwo,
Kiryadongo, Karamoja, West Nile regions, Kampala for urban Refugee Program.

Job overview/summary
Supply Chain Coordinator 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 Supply Chain Coordinator is accountable for
the design, planning, execution, and monitoring of supply chain activities at
the country level.
The Supply Chain Coordinator will:
• Collaborate and coordinate with Programs and Finance to ensure integrated
and harmonized operational systems.
• Collaborate with Deputy Director Finance to ensure that internal controls
are met with minimum of bureaucracy.
Work with Field Office Supply Chain Staff and Field Coordinators to ensure
effectiveness, countrywide uniformity of Supply Chain structure and
implementation of the IRC’s standard operating policies and procedures.
• Implement job and site-specific trainings to ensure that Supply Chain staff
possess the knowledge and skills commensurate with their responsibilities.

Major Responsibilities
The Supply Chain Coordinator is an integral member of the country management
team and reports directly to the Deputy Director of Operations. This position
is responsible for the management and delivery of effective Supply Chain
support throughout the country program in compliance with IRC and donor
regulations. Key responsibilities include procurement, inventory, construction
management.
1\. Supply Chain Planning
The Supply Chain Coordinator is responsible for supply chain activities
planning. The role holder coordinates closely with internal and external
stakeholders to develop supply chain plans to support program implementation.
Supply chain plans include procurement plans, warehousing plans, transport
plans, staffing plans, distribution plans and training plans.
• Prepare consolidated annual procurement plans and develop country program
sourcing strategy for all active and pipeline grants in collaboration with
program Coordinators and Managers,
Ensure that program team develop distribution plan for supplies and assets of
closed grants in the warehouses.
• Proactively Participate in the Project Cycle Meetings, including Project
design, project planning, Project opening, project review, project close-out
and project learning meetings to ensure that supply chain related issues are
well articulated to all stakeholders and resolved for successful project
delivery. Coordinate with supply chain field staff to ensure that there is
sufficient space in the warehouses before sending program supplies to the
field sites.
• Ensure supply chain staff training and capacity building plans are developed
as the PMEs and incorporated into the budgets.
• Ensure that supply chain department has sufficient staff and roles and
responsibilities of each have clear job description.
2\. Procurement Management
The Supply Chain Coordinator is accountable for developing country procurement
strategies. The Supply Chain Coordinator owns, manages, and drives IRC in
country procurement strategies, policies, and procedures. The position holder
ensures all country program procurement needs are met on time in accordance
with Global Supply Chain and donor standards
• Ensure compliance to IRC and donor policies in the procurement of program
supplies and assets.
Ensure review and execution of procurement contracts in a timely fashion
• Lead market surveys and analyses by collecting, organizing, and analyzing
market data and share results with program team and field Coordinators and
Managers on a regular basis.
• Ensure the bidding process by developing and implementing the office
sourcing strategy, managing the Master Agreements and RFQ/RFP Processes, and
completing a purchase request process
• Develop negotiation strategies and manage negotiations for high spent
categories
• Proactively engage with Programs, Suppliers, Partners, NGOs, logistics
clusters and other stakeholders to ensure good coordination and adequate
information sharing to address common concerns or risks affecting the market
• Organize procurement trainings sessions for procurement / tender committees
in the field offices and non – supply chain staff if deemed necessary.
• Identifying fraud and corruption red flags and address them in a timely
manner.
Establish reasonable and appropriate lead-time for all procurement of program
supplies and delivery of goods to the program sites.
• Make sure supply chain monthly and quarterly reports are analyzed and
communicated to stakeholders including key actions to be taken and submitted
on time to the leadership team.
• Review of SC Key performance indicators KPIs and set improvement plans.
• Ensure all vendors’ history and performance Information, is properly
documented and procurement transaction files and supplier files maintained in
accordance with applicable Standard Operating Procedures SOPs Work with
Field Offices Supply Chain staff and Field Coordinator and Managers to ensure
effectiveness, countrywide uniformity of supply chain structure and
implementation of the IRC’s standard operating policies and procedure
3\. Inventory Management
The Supply Chain Coordinator is responsible for managing and controlling all
inventory and warehouses operation in the country program and to ensure
excellent record keeping, in accordance with inventory standard operating
procedures and controls as provided by Global Supply Chain. The Supply Chain
Coordinator will:
• Ensure appropriate warehouse site selection, and Implementation of warehouse
safety/security requirements
• Ensure effective handling of inventory, including drug storage, cold chain,
buffer stock, contributions in kind CIK and food commodities
• Set up stock reorder levels as per the IRC standard operating procedures and
donor requirements
Implement the IRC inventory policies for all project Items including cycle
count, investigate discrepancies and develop action plan to address them.
• Produce grants ending and year ending inventory report during each grant
closing and end of fiscal year in timely manner.
• Coordinate inventory disposal procedures as per host government, IRC and
donor rules and regulations
4\. Assets Management
The Supply Chain Coordinator is responsible for the procurement, maintenance,
safe keeping and record or all IRC country program assets and equipment. The
Supply Chain Coordinator is responsible for all aspects of the administrative,
financial, capital and operations of asset management in accordance with IRC
and donors’ rules and regulations.
• Conduct Asset needs assessment
• Develop Assets maintenance plans as per IRC policies, including repairs
tracking and insurance coverage process.
• Ensure spot-checks are done systematically on a quarterly basis, any
discrepancies documented and reported; and action to address the root causes
developed for all IRC assets, inventory, and equipment.
• Handle asset and property disposal, including auction management as per the
IRC asset disposal process
Ensure that grants inventory and asset report is accurate, regularly produced,
reviewed, and approved before the Grant closing date.
5\. Logistics and Fleet Management
The Supply Chain Coordinator is responsible for overseeing and coordinator all
IRC country fleet transportation and Logistics activities to ensure that all
IRC fleet operations are conducted with adherence to IRC Fleet management
policies and procedures including vehicles procurement, vehicles movement,
maintenance, and reporting accuracy. The Supply Chain Coordinator:
• Implements IRC global Fleet Management policies and procedures and/or
develops country specific fleet management policies and procedures needed to
comply with local regulations and ensure that they are implemented and
followed in all IRC in country offices.
• Ensure that fleet legal status customs clearance, registration, licenses,
insurance are up to date.
• Conduct transport needs assessments
• Develop and monitor fleet movement plans, vehicle maintenance, driver
assignment, vehicle safety, and fuel consumption.
• Analyzes fleet spent, including fuel consumption and maintenance costs and
produces reports on a periodic basis to facilitate strategic decisions and
ensure fleet optimization
• Regular issuance, review, and usage of vehicle monthly reports to inform
strategic decision-making process.
6\. Compliance and Ethics
The supply Chain Coordinator is responsible for identifying and analyzing
compliance risk in supply chain process, developing, and implementing strong
procurement controls. The Supply Chain Coordinator:
• Identifies and sets mitigation plan to manage Supply Chain risks, including
identification of red flags, and implementing internal and external audit
corrective action plans to ensure all supply chain activities are conducted in
an ethical manner.
• Ensures compliance to IRC and donor policies in the procurement and
distribution of program supplies and assets.
• Ensure that assessments of supply chain policies, procedures, controls, and
performance is conducted, and any deviations addressed in the country program
where designated
• Implement and sustain segregation of duties in procurement and other related
functions.
• Develop and support implementation of post-audit corrective action plans and
other improvement plans.
• Familiarize with various donor regulations.
• Maintain and update donor guidelines related to Supply Chain field
procurement, asset, etc.
• Update as required the IRC standards in terms of assets/equipment to be
purchased.
• Finalize Procurement Plans for all grants.
• Ensure all donor reports for assets are completed and submitted to the
Grants Department on time.
7\. Staff Management and Development:
The Supply Chain Coordinator is responsible and accountable for overseeing all
supply chain learning and development initiatives in country by:
• Leading the recruitment of new staff through effective utilization of the
IRC supply chain competency matrix.
• Ensuring that the supply chain department is well staffed and roles and
responsibilities of each have clear job description.
• Ensuring each team members’ objectives are set following the organizational
unit vision as well as operations contexts.
• Identify staffing and/or skill gaps and see that these gaps/needs are filled
and support the recruitment of all Supply Chain staff and provide day to day
supervision of department.
• Provide feedback through regular performance evaluations.
• Ensure that any staff discipline follows a progressive methodology which
provides for clear and structured improvement.
• Ensuring assessment of supply chain staff competency and training gaps and
develop appropriate intervention programs
• Coordinating training and maintain training records
• Develop long term plan for continued quality leadership by providing staff
development and succession plans
8\. Pharmaceutical Supply Chain
• In collaboration with the health team, ensure forecasts and supply planning
for pharmaceutical supply are created for all health projects by project start
date.
• With the guidance and support from global pharma leadership develop a supply
strategy for the supply of pharmaceuticals global, regional, national
including freight.
• Ensure the IRC standard pharmaceutical inventory tracking tool is in place
and accurately maintained in each location
• Ensure implementation IRC pharmaceutical quality assurance policy,
associated SOPs, and procedures for Cold Chain best practice in the warehouse
and in local transport.
• Ensure adequate drugs management and transportation tool and materials are
available for the effective management of drugs.
9.Construction Management
• Supervise construction Engineer
• Map construction works for all grants and making sure the procurement
process is started and completed on time
• Ensure all due processes like technical drawings and Bills of Quantities
BOQ approval are done by relevant Authorities before commencement of the
procurement process.
• Work with the supervising engineer to ensure timely, cost effective and
quality delivery of the works standard as per the specification, requirement,
and standard of IRC & its funding agency.
• Ensure compliance with IRC Safety policies and procedures in construction.
• Develop construction tracker and regular update as work progresses

Key Working Relationships:
Position Reports to: Deputy Director of Operations
Position directly supervises: Supply Chain Manager, construction Engineer,
Transport Manager, Senior Supply Chain Officer, Asset staff.

Other Internal and/or external contacts:
Internal: Regular relationships with HQ, regional and country Supply Chain
staff at all levels, Deputy Director of Operations, Operations Coordinator,
Country Directors, and interacts with IRC Program departments
External: May Serve as IRC Supply Chain representative in outside meetings,
logistics clusters, other nongovernmental organizations, inter-agency groups
and foundations.

PROFESSIONAL STANDARDS
The IRC and IRC workers must adhere to the values and principles outlined in
the 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.
Deadline for receiving applications is May 10th,2022

Qualifications
• Bachelor’s Degree required.
• Advanced professional certification in supply chain management and/or
emergency response management strongly preferred.

Work Experience:
• 8 years of progressive Supply Chain professional experience, with 3 years at
a similar level of responsibility
• Experience working with in an ERP environment
• Experience with Data Analysis
• Demonstrated ability to develop and roll-out supply chain policy and SOPs.
• Clear training and mentoring ability.
• Experience working with a diverse portfolio of Donors and knowledge of
specific donor guidelines.

Demonstrated Skills and Competencies:
• Have a high degree of flexibility and ability to work under sometimes acute
hardship conditions against tight deadlines.
• Strong computer and communication equipment skills, including in Microsoft
Office applications.
• Strong collaborator and influencer with effective interpersonal and
analytical skills who can work seamlessly across countries, cultures, and
organizational units
• Able to work effectively in a highly matrixed structure
• Strong financial management and budgeting skills
• Excellent training and coaching ability
• Ability to travel to remote field offices.

Apply Online Now



URL:: Link to Apply

[ **Submit your CV and Application on Company Website : Click Here**
]https://rescue.csod.com/ux/ats/careersite/1/home/requisition/27226?c=rescue

**Closing Date** : 1st May. 2022

International Rescue Committee Carreer opportunities in Kampala Supply Chain Coordinator Jobs opportunities in Kampala at International Rescue Committee

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