Global Surge Team Roster: Supply Chain Coordinator
Major Responsibilities:
- The Emergency Supply Chain Coordinator, Global Surge will be responsible for the following subject to an agreed Terms of Reference for each deployment:
- Emergency Response
- Provide technical oversight of all Supply Chain functions for emergency response.
- Ensure that processes follow IRC GSC standard operating procedures in all aspects as followed.
- Contribute to field leadership, be a voice for the supply chain team within the unit.
- Where applicable s/he will be sent to existing programs to gap fill or provide extra capacity to in country teams
- Planning
- Proactively participate in BVA/ 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.
- Prepare and maintain emergency procurement plans and develop/maintain country program sourcing strategy for all active and pipeline grants in collaboration with program Technical Coordinators and Managers.
- 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 GSC procurement and contracting SOPs.
- The accuracy of GSC data collected; timely submission of required report(s) to advise 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 EHAU services requesters after the goods/services deliveries.
- For ad hoc procurement, the market surveys are required 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 raised in collaboration with 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 approved mechanism.
- 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.
- 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.
- Learning and Development
- Ensure:
- Accurate staff development plans are developed based on the documented 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);
- Ensure all SC staff are trained to standard and sign the IRC code of conduct, conflict of interest following the SOPs recommendations.
- Ensure all counterparts who deal with supply chain processes are trained to standard.
- Compliance and Ethics
- Ensure:
- Identifies and sets mitigation plan to handle 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
- Take lead in donor and IRC Internal Audit process of the SC department, develop and support implementation of post-audit corrective action plans and other improvement plans.
Requirements
- Ability to commit to deployment within 72 hours of notification of assignment for up to 12 weeks.
- University degree, and advanced professional certification in supply chain management (or equivalent work experience).
- At least 4 years of experience in managing humanitarian supply chain in multiple settings.
- Proven experience developing and managing supply chain/logistics functions in an INGO, including in emergency/conflict areas
- Demonstrated ability to identify, recommend and implement standard methodology approaches to ensure rapid, consistent, high quality management and service provision in an emergency environment
- Prior experience managing supply chain functions in large, sophisticated programs including NFI and drug distributions, international procurement, experience with USG, European, DFID and UN procurement regulations, and budget development and oversight.
- Demonstrated skills in building strong teams and establishing new operations, including strong ability to communicate and work effectively with senior management, operating and program staff and functions
- Strong computer, radio and communication equipment skills, and licensed and able to drive manual transmission, 4WD vehicles.
Method of application
If you are interested and qualified, kindly submit your application via the link provided below,