Requisition ID: req51962

Job Title: Senior Supply Chain Officer

Sector: Supply Chain

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Kampala Country Field Office, Uganda

Work Arrangement:

Job Description

BACKGROUND:

The InternationalRescueCommittee(IRC) isone ofthe world’sleadingcrisisresponse agencies, providinglife-savingassistanceandsupportingrecoveryandreconstructionforpeopleaffectedby warandnaturaldisasters.Activeinpublichealth,education,livelihoods,women’sempowerment, youthdevelopment,andprotectionandpromotionofrights,IRCassistspeoplefromharmtohome. The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well ascontributing to the response to theSouthernSudaneseRefugeesituation.IRCUgandahasaheadofficeinKampala,fieldoffices in Lamwo, Moroto, Kyaka and West Nile.

SCOPEOF WORK:

The Senior Supply Chain Officer will lead all supply chain functions of the PlayMatters Uganda program and will report directly to the Senior Operations Manager, PlayMatters and the IRC Uganda Senior SupplyChain Manager – CountryOffice in a Management in Partnership (MIP). ThispositionisresponsibleforthemanagementanddeliveryofeffectiveSupplyChainsupportto the PlayMatters Country program in compliance with IRC and donor regulations.

Key responsibilities include but not limited to procurement, inventory, asset management and transport, and works closely with Country Office Finance and Administration.

TheSeniorSupplyChainOfficerwill:

• CollaborateandcoordinatewithProgramsandFinancetoensureintegratedandharmonized operational systems in the PlayMatters country team office Program.
• CollaboratewithSeniorFinanceManagertoensurethat internalcontrolsaremetwith minimum bureaucracy.
• WorkwithSeniorSupplyChainManagerandSeniorManagerOperationsPlayMattersto ensure effectiveness and implementation of the IRC’s standard operating policies and procedures.CapacitybuildingofthePMstafftoensurethat thestaffpossesstheknowledgeandskills to ably implement the IRC procurement standard operating policies and procedures.

Compliance:

• EnsurethatSupplyChainpoliciesandprocedures complywithapplicableIRCandfunding source policies, procedures and requirements. All staff act in accordance with the policies.
• MaintainandupdatedonorguidelinesrelatedtoSupplyChainfield(procurement,asset,etc).
• MonitorPlayMatterscountyprogramsectionsofbudgetsandtrackexpenditure.Followupas necessary including timely information and budgetary comments regarding any realignment.
• FinalizeitemforecastforthePlayMatters countryprogram.Workwithtechnicalworkstream leads and finance staff towards establishing the items forecast before the start of each grant ensuring they fit the activities in the budget, are donor compliant and realistic in terms of timing
• Ensuretheprojectreportsforassetsarecompletedandsubmittedtothe SeniorSupplyChain Manager.
• Disposalofassetsisreviewedannually,anddonorrequirementsfollowedas necessary.
• Familiarizewithvariousdonorregulations.
• ImplementIRCStandardOperatingProcedures(SOPs)relatedtofleetmanagementaswell as the Vehicle Policy, ensuringadherence to all sections, with particular attention to safety and security issues.
• RaisingPurchasesforvehiclessparepartsandvehiclerepairsincollaborationwith PlayMatters program driver and the IRC country transport manager.
• Ensurethatthevehiclecarriestherequiredon-boarddocumentationandthatalldocuments are kept current (including insurance).
• Ensurethatthe vehicleissecurewhennotin use.
• Befamiliarwithlocalregulations/laws,andensurethatthesearefollowedacrossthe Program.

Training&Outreach:

• ProactivelydeveloptheskillsofPlayMattersstafftounderstandandutilizeSupplyChain tools and services to design and implement quality programming.
• IdentifySupplyChainneedsandensuretheissuesareraisedinnewbudgetdevelopment.
• EnsureallPMstaffareawareofandincompliancewithIRCprocurement,assetandstock management, transport, communications, etc., for them to clearly share this information.

Systems:

• EnsureprocurementisdoneaccordingtoIRCand/ordonorregulations.
• Ensurethatstaffparticipatingintendercommitteesaretrainedandunderstandtheirrolesand are certified.
• Ensurecleardelineationofrolesfor procurement.
• EnsuretheupdateoffileandlistofvendorsinKampalaregion.
• Ensuretransport servicesarecostefficientandreliable.
• Ensurewarehouseandstocksaresecure,wellmanagedand documented.
• Ensureassetsandpropertyareeffectivelymanaged,assetlistisupdatedregularly,andassets are disposed according to IRC and/or donor regulations.
• SupplyChainworksconsistentlywithSecuritytomaintainrequiredsecuritylevels, awareness, and responsiveness.

Procurement

Specificresponsibilitiesinclude:

• Workwithprogramstafftodevelopitemforecasts/procurementplansandsubmittoSupply Chain Coordinator for review prior to upload in Integra/ ERP system.
• EstablishMasterPurchaseAgreements/MasterServiceAgreementforfrequentlyprocured items.
• Theimplementationand/ormaintenanceofstandardIRCprocurementstandardoperating procedures (SOP).
• EnsuringthatprocurementiscarriedoutinaccordancetoIRCanddonor-specificpolices.
• Attendalltheprocurementcommitteemeetings.
• CoordinationwithFinance,Adminandprogramdepartmentstoensureintegratedinternal controls, timely payment of vendors and full, auditable support documentation.
• Ensuringthatatransparentandresponsiveprocurementprocessisimplementedand maintained.
• Routinecommunication,coordinationandplanningwiththerelevantrequestingstaff/ programs regarding the order and delivery of supplies.
• EnsuringthatallSupplies,servicesandequipmentrequiredaredeliveredintime.
• Establishmentandmaintenanceofethical,professionalworkingrelationshipswith suppliers.
• MaintainVendorinformationforregularlypurchaseditemsandbeinformedofcurrentlocal market conditions.
• RequestforvendorstobecreatedinIntegrabysubmittingallthesupportingdocuments.
• Supportandprovidetheappropriatetrainingsforprocurementandprogramstaffas required.
• AdvisetheSeniorManagerOperationsandSeniorSupplyChainManagerofprocurement- specific issues or improvements.

FleetManagementandCoordination

• ManageandbeaccountableforthefleetforPlayMatters countryprogram,includingensuring that servicing and repairs schedules are adhered to and inventorymanagement of all vehicle- related parts and consumables in collaboration with PlayMatters country driver.
• Ensureefficient,effective,andaccuratefuelmanagementof thePlayMatterscountryprogram vehicle, including engagements with fuel and lubricants service providers.
• Ensure that appropriate communications equipment is functioning in the PM country programvehicletomeettheoperationalandsecurityrequirementsincollaborationwith the PlayMatters country driver.
• Ensure thecorrect and timelyroutine maintenance and repair of the PlayMatters country programvehicleincollaborationwiththePlayMatterscountrydriverandAdministration assistant.
• Inspectandrecordconditionofvehicles,bymaintainingweeklychecklistsfileandensuring that PlayMatterscountryprogram vehicle logbook isaccuratelyfilled in collaboration with PlayMatters country driver.
• Ensurethevehicleisproperlycleanedondailybasisincollaborationwith thePlayMatters country driver.
• WorkwiththeSeniorManagerOperationsandSeniorSupplyChainManager toensurethat vehicles are prepared for routine and emergency security requirements.
• Managehiredvehicles/Driversincollaboration withthePlayMatterscountrydriverand Administration Assistant.
• MakesurethereisvalidhirevehiclesMasterServiceAgreementsincollaborationwith PlayMatters country administration assistant.
• Ensurethatvehiclesarefueledforday-to-dayactivities.Ensurethatthefueltankisnotless than half of the fuel tank capacity in collaboration with the PlayMatters country driver. regional drivers.

AssetManagement:

• AdvisetheSeniorOperationsManagerandSeniorSupplyChainManagerofasset-specific issues or improvements.
• UpdateasperIRCrequirements,theAssetregister,AssetinventorylistinIntegraand expendable store inventory list and produce monthly reports.
• Monitor securityofplaymatter’sassetsand supplies.
• Receivecompletedstore’srequestformsandpreparetheassetsfor issuance.
• EnsureassetsaresignedforreceivedontheEquipmentissueandreceiptform.
• Onamonthlybasis,workwiththe SeniorSupplyChainManagerandSeniorOperations Manager to reconcile the asset register and Integra Asset tracking sheet and equipment issuance forms.
• UpdatetheassetregisterandIntegraFixedassetrecordsregularly.
• Conductroutineassetinspectionandsubmitreporttothe SeniorOperationsManagerand Senior Supply Chain Manager in a timely manner.
• Keepanaccurateandup-to-daterecordofassetinwardandoutwardmovementintheAsset register and Integra.

ExpectedDeliverables:

• Provide on-time, standard Supply Chain monthly reports to the Senior Supply Chain ManagerandSeniorOperationsManager.includingfuelconsumptionreport,maintenance report and any other reports requested by Supervisor.
• Generateand/ormaintainanIRCVendordatabase.
• Generateand/ormaintaincomprehensivepricelistforgoods,servicesandequipment purchased by IRC.
• ProduceroutinepaymentprojectionsforFinance.
• EstablishMPAsfor frequentlyprocureditemsandmakesurerenewalsstartsthreemonths before MPAs expire.
• EnsurethatprocurementleadtimeisaspertheCountryProgrammaximumnumberof days.
• Produceroutinepurchasestatusreports(itemforecastandrequirements)andsendtoall PlayMatters project staff.
• Wellmaintainedfleetandgood filingsystem forall vehicles
• Maintainfullandaccurateinventoryrecordsforwarehouses,assetsandfurniture.
• Undertake(documented)monthlyandad-hocphysicalinventorychecksand20%cyclecounts.

PartnershipsandGEDI

• Offeranyother supportto IRC partnersasand whenrequired to do so.
• Promote a safe and respectful environment by participating in safeguarding training and activities, and by supporting other colleagues to understand and comply with safeguarding policies.

Qualifications

Education

• University degree in Business Administration, Supply Chain/ Procurement, or related area of study.

Personal Characteristics:

• Strongsense ofpersonal integrity.
• Attentionto detail.
• Strongsupervisoryskills.
• Abilitytomulti-task.
• Teamspiritandproblem-solvingabilities.

JobRequirements:

• KnowledgeofgenericSupplyChainproceduresandpractices(IRCorNGOexperience advantageous).
• Familiaritywithmajordonorandlocalregulations/laws advantageous.
• Atleast3years’workexperienceinSupplyChain(Procurement,Assets,Transportand Warehouse).
• Knowledgeofgenericwarehousemanagementsystemsandforms
• Competentinspokenandwritten English
• Goodmathematicalskills.
• CompetentuseofPCespeciallyspreadsheets(format/sort/filter).
• Requiredtobediscreetandmaintain confidentiality.
• WillingnesstotravelfrequentlytofieldofficesBidibidi,Imvepi,Lamwo,Moroto,Kyaka, etc.

Standards for Professional Conduct:

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Equality, 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.

I have read and understood the details of the above Job description, the terms and conditions of my contract and the HR policies for National Staff and agree to always abide by them.

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

IRC is an Equal Opportunity Employer, and we value diversity in our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.

NB: This advert will close on 6^th June 2024.