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Supply Chain Manager

International Rescue Committee

This is a Full-time position in Kampala posted April 22, 2022.

International Rescue Committee Jobs in Kampala Supply Chain Manager Carreer opportunities in Kampala vacancies in International Rescue Committee at Kampala

# Job Description

Requisition ID: req27149
Job Title: Supply Chain Manager
Sector: Operations
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Bidibidi, Uganda

Program Background:
The International Rescue Committee IRC responds to the world’s worst
humanitarian crises and helps people to survive and rebuild their lives.
Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving
care and life-changing assistance to refugees forced to flee from war or
disaster. At work today in over 40 countries and 22 U.S. cities, we restore
safety, dignity and hope to millions who are uprooted and struggling to
endure. The IRC leads the way from harm to home. The IRC has been working in
Uganda since 1998 supporting nationals and 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, Women Protection and Empowerment, economic recovery and
agribusiness, and children & youth. IRC
has a country office in Kampala, a regional office in Lamwo, Kyaka II,
Kiryandongo, Imvepi and Moroto.

Summary of Responsibilities:
The Supply Chain Manager is an integral member of the management team and
reports directly to the Field Coordinator and Management In Partnership MIP
with the Supply Chain Coordinator. This position is responsible for the
management and delivery of effective Supply Chain support in Yumbe program in
compliance with IRC and donor regulations. Key responsibilities include
procurement, transport, warehouse inventory, and asset management.
The Supply Chain Manager will:
• Collaborate and coordinate with Programs and Finance to ensure integrated
and harmonized operational systems in the Yumbe Program.
• Collaborate with Finance Manager to ensure that internal controls are met
with minimum of bureaucracy.
Work with Yumbe Field Office Supply Chain Staff and Field Coordinator to
ensure effectiveness and implementation of the IRC’s standard operating
policies and procedures.
• Implement job specific trainings to ensure that Supply Chain staff’ possess
the knowledge and skills commensurate with their responsibilities.

Specific responsibilities include,
• Ensure that Supply Chain policies and procedures are in compliance with
applicable IRC and funding source policies, procedures and requirements. All
staff act in accordance with the policies.
• Maintain and update donor guidelines related to Supply Chain field
procurement, asset, warehouse, and transport .
Monitor Yumbe Supply Chain sections of budgets and track expenditure. Follow
up as necessary including timely information and budgetary comments regarding
any realignment.
• Finalize item forecast/Procurement Plans for all grants in Yumbe and monitor
the deadline for receipt of the items to ensure that item forecast is
submitted on time for procurement to also be completed on time.
• Ensure all donor reports for assets are completed and submitted to the
Supply Chain Coordinator and the Field Coordinator a.
• Disposal of assets is reviewed annually and donor requirements followed as
• Familiarize with various donor regulations.
• Ensure that compliance with policies is documented through systematic and
random verifications of policy implementation and Procurement records, based
on a schedule agreed with the Supply Chain Coordinator.
• Provide consistent and constructive support to other departments to ensure
compliance with policies and procedures.
• Promptly inform the Field Coordinator and the Supply Chain Coordinator of
any areas of concern of potential or suspected violations of policies and
• Ensure there is no negative audit observations/findings related to
Procurement. If required corrective actions plans are developed & implemented
to address audit findings.
Procurement Management
• Responsible for creation and management of list of Contracted Suppliers,
using IRC’s selection and pre-qualification processes. Update list on a
regular basis and circulate to relevant staff.
• Responsible for Due Diligence checks supplier references, site visits,
historical data, anti-terrorism compliance for Authorized Suppliers and
Contracted Suppliers.
Manage Contracted and prequalified Suppliers in terms of quality, delivery
time, value for money, etc.
• Conduct regular market surveys in key procurement categories to ensure that
IRC is receiving best value for money.
• Prepare Requests for Proposal and manage contract/tender processes.
• Ensure that most of the suppliers used are contracted suppliers
Warehousing and Inventory
• Monitor security of IRC’s storage and supplies
• Ensure goods, equipment are signed for received on the request form office
expendables or waybill all other items.
• Prepare a monthly report for the expendables store outlining all stock
movements and remaining balances.
• On a monthly basis, work with the Field Coordinator to reconcile the
Warehouse register in the Asset tracking sheet and equipment issuance forms.
Ensure that the stock record cards are updated regularly.
• Conduct routine inventory 20% cycle count, end-of-grant count, full
inventory count and submit report to the Supply Chain Coordinator in a timely
Asset Management:
• Advise the Field Coordinator/Supply Chain Coordinator of asset-specific
issues or improvements
• Update as per IRC requirements, the Asset register, Integra Fixed Asset
inventory list and expendable store inventory list and produce monthly
• Monitor security of IRC’s assets and supplies.
• Ensure assets are signed for received on the Equipment issue and receipt
• On a monthly basis, work with the Field Coordinator/Supply Chain Coordinator
to reconcile the asset register and Asset tracking sheet and equipment
issuance forms.
• Update the Integra Fixed asset list regularly.
• Conduct routine asset inspection and submit report to the Field Coordinator
and Supply Chain Coordinator in a timely manner.
• Keep an accurate and up-to-date record of asset inward and outward movement
in the Asset register and in Integra
Documentation and Reporting
• Follow up with relevant units, internal or external on documents and
ensuring all procurement records are complete and accessible.
• Monitor procurement records to ensure that each procurement request is fully
and clearly documented according to IRC policy.
• Monitor procurement status in Integra and take the appropriate action to
finalize the procurement
Analyse Purchase Request, Purchase Order, Item forecast, item requirement and
any other reports in the Integra in order to ensure that all procurement is
carried out efficiently and in a timely manner.
• Prepare Finance-related reports such as Cash Projections and Financial cost
Training & Outreach:
• Proactively develop the skills of IRC staff to understand and utilize Supply
Chain tools especially the Integra and services to design and implement
quality programming.
• Identify Supply Chain needs and ensure the issues are raised in new budget
• Ensure all Supply Chain staff are aware of and in compliance with IRC
procurement, asset and stock management, transport, communications, etc, in
order for them to clearly share this information.
• Work with program staff towards establishing item forecast/procurement plans
before the start of each grant ensuring they fit the activities in the budget,
are donor compliant and realistic in terms of timing.
• Ensure monthly Supply Chain reports from Yumbe field office are submitted on
time. Review and follow up with the specific Supply Chain function as
• Ensure procurement is done according to IRC and/or donor regulations.
• Ensure that staff participating in tender committees are trained and
understand their roles.
• Ensure clear delineation of roles for procurement.
• Establish Master Purchase Agreement/Master Service Agreements for frequently
procured items/service
• Ensure the update of the pre-selected suppliers list and create files for
each vendor.
• Ensure transport services are cost efficient and reliable.
• Ensure warehouse and stocks are secure, well managed and documented.
• Ensure assets and property are effectively managed, asset list is updated
regularly, and assets are disposed according to IRC and/or donor regulations.
• Supply Chain works consistently with Security to maintain required security
levels, awareness, and responsiveness.
Staff Supervision/Management
• Practice excellent human resource management, supporting the development,
promotion and retention of a motivated team of qualified and experienced
• 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.
• Develop long term plan for continued quality leadership by providing staff
development and succession plans.
• 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 staff annual leave is tracked and planned in advance and that
there is sustainable coverage and backup for all staff going on leave.
• Review and approve/endorse timesheets of your staff on a monthly basis and
travel and leave requests when the requests are made.

Expected Deliverables
• Maintain full and accurate inventory records.
• Undertake documented monthly and ad-hoc physical inventory checks.
• Conduct documented quarterly job performance reviews of supply chain staff,
providing appropriate feedback.
• Provide on-time, standard monthly reports to the Field Coordinator and
Supply Chain Coordinator, including fuel consumption report, maintenance
report and any other reports requested by Supervisor
• Well maintained fleet and good filing system for all vehicles
• Generate and / or maintain comprehensive price list for all items
• Maintain full and accurate inventory records for warehouses, and assets
• Undertake documented monthly and ad-hoc physical inventory checks.
• Conduct documented quarterly job performance reviews of Transport staff,
providing appropriate feedback.

• University degree in Supply chain Management, Supply Chain, Business
Management, or related field.
• At least 3 years progressive management and leadership experience
• Experience working with donors including USAID, BPRM, UNHCR, DFID, ECHO, and
EU, and knowledge of specific donor guidelines.
• Field experience of managing a large multi-site Supply Chain operation.
• Solid knowledge and understanding of practical Supply Chain Procedures and
maintaining supply pipelines in areas with weak infrastructure.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with word processing, spreadsheets, databases,
and other IT skills.
• Possess leadership qualities and willing to exercise initiative.
• Willingness to participate and contribute as a team member, under
challenging working and living conditions.

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-
IRC is an Equal Opportunity Employer. IRC considers all applicants on the
basis of merit without regard to race, sex, color, national origin, religion,
sexual orientation, age, marital status, veteran status or disability.
Deadline for receiving applications is May 5th,2022

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**Closing Date** : 8th May. 2022

International Rescue Committee Jobs in Kampala Supply Chain Manager Carreer opportunities in Kampala vacancies in International Rescue Committee at Kampala

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