Supply Chain Manager at International Rescue Committee (IRC), Arua , Uganda
Job Description
The Supply Chain Manager is an integral member of the field management team and reports directly to the Field Coordinator, and, has a Management -in- Partnership (MIP) with the Supply Chain Coordinator. This position is responsible effective delivery of operations support services including procurement, warehouse / inventory management, assets and fleet management in the field office. Implementation will be done in accordance with IRC’s standard operating procedures and donor regulations. Â
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The Supply Chain Manager will:
• Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems in the field office programs.
• Collaborate with Finance Manager to ensure that internal controls are met with minimum of bureaucracy.
• Work with Arua 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.
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Duties and responsibilitiesÂ
ComplianceÂ
• Monitor all Procurement Standard Operating Procedures to ensure that they are being used in all transactions.
• 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 Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures.Â
• Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.
• Ensure that issues of compliance are standardized across all field sites.Â
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Procurement Management
• Responsible for creation and management of list of Master Purchase/Service Agreements and Authorized Suppliers, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff.Â
• Liaise with the Senior Supply Chain Manager to ensure that strategic sourcing activities, tenders and formal sourcing processes are done in a timely manner.Â
• Responsible for Due Diligence checks for local vendors (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted (MPA/MSA) Suppliers.
• Implement contracted categories (MPA/MSA) and Authorized Suppliers in terms of quality, delivery time, value for money, etc.
• Conduct regular market surveys in key procurement categories with the field office to ensure that IRC is receiving best value for money.Â
• Monitor field procurement spend for high value vendors, sourcing threshold spend, invoice aging and ensure that procurement risks are flagged in a timely manner.Â
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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.
• Extract from Power BI the status of commitments, invoices and inventory report and share with field staff on a weekly basis.Â
• Analyse Item Forecasts and extract Open Lines in integra in order to ensure that all procurement is carried out efficiently and in a timely manner. No delays and aging PRs.
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Training & Outreach
• Organize Procurement trainings for both program and operations staff on a regular basis. Â
• are appropriately orientated on Procurement policies and procedures in a timely manner.
• Ensure that Procurement department maintains cooperative relations with other departments and interacts with them in a positive manner.
• Identify training needs for supply chain and non – supply chain areas and make recommendations to the Supply Chain Coordinator for adequate support.Â
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Staff SupervisionÂ
• 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.Â
• 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.Â
• 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. Â
• Review and approve/endorse timesheets of your staff on a monthly basis and travel and leave requests when the requests are made.Â
Minimum Qualifications:
• Experience in administration and management, with not less than four years as Procurement or Supply Chain lead or similar position, three years of which must have been spent working with an international NGO. Â
• Ability to write narrative and analytical spread sheet reports
• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required
• Experience in the use of ERP systems
• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously
• Ability to work under pressure and to meet deadlinesÂ
• Spoken and written fluency in English desired
• Willingness to put in extra hours in emergencies
• Willingness to travel to the field
• Systems oriented individual
• Good team player.
