Supply Chain Coordinator – IRC International Rescue committee

The International Rescue Committee 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, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.
CONTEXTUAL BACKGROUND
The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. There are 5 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.
IRC is offering a robust humanitarian response to the Syria crisis. With an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 2,000 staff and workers in the region, IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, and livelihoods programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.
Job overview/Summary:
Under the dual supervision of the Deputy Director for Operations (DDO) Syria and Regional Supply Chain Director, the Supply Chain Coordinator (SCC) is responsible for the management and delivery of effective supply chain support for the Syria Country Program in compliance with IRC and donor regulations. He/she is also responsible for maintaining and increasing performance quality throughout the Supply Chain team and ensuring stakeholders’ satisfaction by exercising service-oriented practices. Key responsibilities include procurement, inventory, fleet management and assets. The duties of the Supply Chain Coordinator are as summarized below:
Job Responsibilities:
Supply Chain Management
• Ensure timely, responsive and compliant procurement of program and support supplies, leading major and complex procurement and overseeing effective systems for lower value procurement. Provide oversight to all procurement to ensure it is compliant with applicable policies, procedures and regulations.
• Oversee the provision, quality and compliance of warehousing, asset and inventory management to meet program needs, eliminate losses and inform accurate and timely reporting.
• Track and manage contracts including renewal, management of terms and conditions and supplier relations to ensure business continuity and maximum value for IRC.
• Provide technical oversight and remote management support for field facilities, equipment and vehicles to ensure safe, continuous operations in line with policies and procedures and to meet program needs.
• Act as Supply Chain Compliance Focal Point ensuring familiarization with various donor regulations related to supply chain (procurement, assets, inventory etc) and ensure that supply chain policies and procedures are in compliance with applicable IRC and donor policies, procedures and requirements.
• Collaborate with the Finance department to ensure that internal controls are met with minimum bureaucracy.
• Work actively with Field Office supply chain staff, Field Managers, Area Coordinators and the DDFM to ensure countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures.
• Proactively develop the skills of IRC staff to understand and utilize supply chain tools and services to design and implement quality programming.
Supply Chain Technical Support
• Review Purchase Request Tracking Sheets (PRTS) and online BvA reports on a regular basis to ensure availability of up-to-date and accurate information. Act upon any delays or anomalies in procurement and provide regular communication and updates to requestors and budget holders.
• Advise and support improved procurement planning for regularly procured goods and services by initiating the process for contracted and verified suppliers.
• Foster good planning practices and a high level of collaboration between program and supply chain departments by implementing regular staff satisfaction surveys and feedback mechanisms.
• Ensure supply chain and program departments are communicating effectively through regular in-person, web-based meetings and Skype calls.
• Accountable for accurate tracking of master agreements and supply chain contracts on a monthly basis to ensure availability of up-to-date and accurate information; regularly share lease tracking sheet with other relevant departments.
• Oversee cycle counting processes on a for IRC warehouse(s) on a bi-monthly basis. Provide recommendations for improvement.
• Work with Field Managers/Area Coordinators and warehouse staff on the timely disposal of inventory on closed grants.
• Review all tendering processes including MPAs and MSAs and provide feedback to make sure that relevant policies and procedures are applied.
• Provide technical support to field programs as and when required.
Documentation and Reporting
• Draft the IRC Syria Supply Chain Monthly Report (SCMR) and finalize the PRTS for submission to Global Supply Chain (GSC) in HQ; regularly share the PRTS with other departments.
• Accountable for maintaining an accurate tracking system for all IRC assets throughout territories; Review assets on annual basis; Finalize donor reports for assets and inventory and submit to the Grants Department on time.
• Accountable for maintaining an accurate tracking system for all equipment purchased under BIS licenses and being utilized in Syria by IRC and its partners. Responsible for compiling quarterly asset and equipment lists for new purchases under BIS License.
• Work with the DDO and IT to implement improve file management and file retention policies and procedures throughout IRC Syria offices.
• Produce regular analyses to ensure cost efficiency across the IRC Syria Country Program.
• Implement systems including checks and balances to increase transparency in procurement with a view to satisfying future audits and ensuring that real or perceived corruption, or inefficient use of funds, is minimized.
Budget/Planning
• Actively participate in grants meetings to provide effective support to programs. Work with Program Coordinators and Field Managers/Area Coordinators to develop and update procurement plans to ensure realistic lead times and delivery to meet program work plan timelines.
• Contribute to the budget planning process, recommending Supply Chain staffing levels, providing current costs for goods, facilities, and maintenance and support services.
• Participate and advise on logistical feasibility (including the budgeting aspect) of program proposals.
• Review BVAs and monthly transaction lists for operational costs to ensure correct coding.

Job Details

Date Posted: 2017-08-16
Job Location: Amman, Jordan
Job Role: Purchasing and Procurement
Company Industry: Community/Social Services/and Nonprofit

Preferred Candidate

Career Level: Executive/Director
Degree: Bachelor's degree

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