Emergency Supply Chain Coordinator

***This role is only open to current or recent IRC employees only.***

JOB OVERVIEW:

The Supply Chain Coordinator is a key position in the success and delivery of quality programs. IRC defines Supply Chain (SC) as those systems and support function as necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, 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,delivery of an effective supply chain function within the Darfur program in compliance with IRC, donor regulations and in line with program objectives. He/her is also responsible for continuous improvement of performance quality throughout the SC team and ensuring stakeholders' satisfaction by exercising service-oriented practices.

The position is based in Zalingei/Central Darfur with regular travel to Westand North Darfur. Travel to different locations may be required depending on program activities.

KEY RESPONSIBILITIES:

1. Supply Chain Planning

The Supply Chain Coordinator is responsible for supply chain activities planning, developing supply chain plans to support program implementation and close coordination with internal and external stakeholders. Supply chain planning includes procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.

• Ensure procurement plans are developed for all active grants in collaboration with program Coordinators.
• Ensure that program teams develop distribution plans for supplies and assets to eliminate inventory remaining in the warehouses after grants closure.
• Coordinate with supply chain field staff ensuring that there is sufficient space in the warehouses before sending program supplies to field sites.
• Ensure supply chain staff training and capacity building plans are developed as the Performance management Evaluation and incorporated into the budgets.
• Ensure that the supply chain department is well staffed, roles and responsibilities are clear and detailed in up-to-date job descriptions.
• Provide oversight for quantification for medical commodities

• Support the Field Coordinator and DDP in setting up as per programmatic needs.

  2. Procurement Management

The Supply Chain Coordinator owns, manages and drives IRC in-country procurement strategies, policies and procedures. He/she ensures all country program procurement needs are met on time and in accordance with IRC Global Supply Chain (GSC) standards.

• Ensure compliance with IRC and donor policies in the procurement of program supplies and assets.
• Ensure review and execution of procurement contracts in timely fashion.
• Ensure Implementation of GSC SOPs in all Darfur program offices.
• Ensure supply chain monthly and quarterly reports are accurate and submitted on time.
• Organize procurement trainings sessions for procurement / tender committees in the field offices and non-supply chain staff if deemed necessary.
• Review procurement documents before payments.
• Ensure all suppliers/service providers Information, history and performance are filed and kept confidentially in all offices.
• Ensure supply chain officers conduct Market Survey and analysis quarterly and share with program team and Field Coordinators/ Managers.
• Identify fraud and corruption of red flags and address in timely manner.
• Establish reasonable and appropriate lead times for procurement of program supplies and delivery of goods to the program sites.
• Work with Field Office Supply Chain staff and Field Coordinators/ Managers to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC's standard operating policies and procedures.

• Ensure medical commodity procurement practices meet IRC standards in quality assurance.

  3. Inventory Management

The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and ensuring excellent record keeping, implementation of inventory standard operating procedures and controls as provided by GSC.

• Ensure implementation of IRC inventory policies in all IRC Darfur offices.
• Produce grants ending and year ending inventory reports in a timely manner.
• Visit field offices frequently at least once every 2 months and check warehouses/stores records and safety as per IRC standard Supply Chain Assessment Tool (SCAT).
• Ensure a spot check is done on a regular basis by different departments.
• Conduct spot checks and surprise inventory counts as per IRC SOPs.

• Ensure IRC meets GDP standards in medical inventory management

  4. Assets Management

The Supply Chain Coordinator is responsible for the procurement, maintenance, safe keeping and records for all IRC country program assets and equipment. He/she is responsible for all aspects of the supply chain, logistics, inventory and warehouse and asset management in accordance with IRC and donor rules and regulations.

• Ensure Implementation of IRC Asset policies in all IRC Darfur offices.
• Ensure assets are maintained timely and are safe to use, all maintenance documented.
• Ensure assets are tracked properly, tagged on delivery with the asset tracking sheet continuously updated as assets are issued to staff or deployed to facilities.
• Plan for asset replacement as service life is coming to an end, ensuring sufficient funds are budgeted for replacement.
• Manage disposal process for assets, including ensuring donor approvals are in place prior to disposal.

• Ensure spot-checks are completed systematically, documented and reported for all IRC assets, inventory and equipment at least once a year.
  

  5. Fleet Management

The Supply Chain Coordinator is responsible for overseeing and coordinating all IRC country fleet and transportation activities, ensuring that vehicle requirements are met, that all IRC fleet operations are conducted in adherence to IRC vehicles policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy.

• Ensure all IRC vehicles are in good condition and well maintained.
• Ensure all IRC-owned vehicles are reported and insured by IRC.
• Ensure local fleet management policy is in place, implemented and followed by all in all IRC Darfur offices.
• Review regularly fuel consumption and vehicle utilization management. Based on analysis, plan for increase/decrease of number of vehicles if necessary.

• Review vehicle monthly reports and provide necessary support to the supply chain staff.

  6. Compliance and Ethics

The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans and ensuring all supply chain activities are conducted in an ethical manner.

7. Learning and Development

• The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.
• The Supply Chain Coordinator will ensure staff are given the right set of trainings as part of IRC capacity building, development and growth.

• He/She will ensure that all sub sectors under the management of supply chain have set goals and objectives as per IRC global policies for their respective staffs.

  8. Supply Chain Team Management

• Ensure new SC member receive well-structured orientation and onboarding.
• Implement personnel policies including regular one-on-one's, ongoing coaching, performance evaluation, staff development & career pathways, and disciplinary measures.
• Ensure regular & reliable team meetings and maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable and empower staff to successfully perform in their positions.
• Ensure duty of care activities are regularly conducted within the team to promote staff well-being and keep morale high.

Supply Chain Coordinator Competencies Matrix:

The Supply Chain Coordinator competency matrix is the main supportive document to this job description that details all required skills, tasks and accountability levels. The Supply Chain Coordinator must ensure that all tasks are performed according to the standards. The Supply Chain Coordinator is accountable for the competency's matrix implementation.

Key Working Relationships:

Position Reports to: Field Coordinator - Darfur and Emergency and Health Supply Chain Director.

Position Directly Supervises: supply chain managers,medical logistics team, procurement staff, warehouse staff, and transport staff at Country Office level.

Other Internal and/or external contacts:

Internal: Regular relationships with HQ, regional and country Program and Supply Chain staff at all levels.

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

Requirements:

• Bachelor's Degree in Supply chain/logistics, 5 years or more of progressive Supply Chain professional experience or equivalent education and experience.
• Demonstrated success as a Supply Chain leader across all disciplines including planning, procurement and logistics.
• Demonstrable knowledge and experience in medical logistics and the procurement, storage, transport and distribution of pharmaceuticals.
• Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management.
• Strong collaborator and influencer with effective interpersonal and analytical skills who is able to 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.
• Fluency in English required, proficiency in Arabic or French is advantageous.
• Ability to travel to remote field offices.
• Resilient, organized, hard-working, with positive attitude.

Work Environment:

There is active conflict in parts of the country and a possibility for further expansion of the conflict and violence into other areas. Staff must comply with all IRC security policies and procedures applicable to international staff. Security will be thoroughly discussed during the interview process.

Equal Opportunity Employer: 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, disability or any other characteristic protected by applicable law.
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