Supply Chain Manager - Emergency Sites

SUMMARY:

On December 15, 2013, heavy military exchanges occurred between rival SPLA factions in Juba (Central Equatoria State). The fighting and violence quickly spread to other states in South Sudan, trapping thousands of civilians in Unity, Lakes, Upper Nile, and Jonglei States in UN bases or makeshift IDP settlements. OCHA estimates that 1.5 million people have been displaced across five states, Central Equatoria, Unity, Lakes, Upper Nile, and Jonglei. The IRC South Sudan country program has geared up its response to the ongoing emergency in Unity, Lakes and Jonglei states.

JOB OVERVIEW:

This position is responsible for the delivery of effective Supply Chain support to the IRC South Sudan emergency field sites located in Unity, Lakes and Jonglei States.  Due to ongoing access and transportation issues, the Rumbek office in Lakes State will be utilized as a logistical base for all IRC Unity program sites.  The Supply Chain Manager will be responsible for coordinating all procurement and transportation of goods, materials, services to the IRC offices in Bentiu, Koch, Nyal, Ganyliel, Bor and any other new emergency sites to be established in the future.  This position will provide oversight and technical guidance to Supply Chain staff in all IRC emergency program sites. The position will also be responsible for the Logistics and Administrative function for the Rumbek office.

OVERALL RESPONSIBILITIES

Compliance:

• Ensure adherence to IRC policies and procedures
• Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Logistics records.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Promptly inform the Supply Chain Coordinator  and Deputy Director – Field Management of any areas of concern of potential or suspected violations of policies and procedures.
• Ensure there are no negative audit observations/findings related to Logistics.  If required, corrective actions plans are developed & implemented to address audit findings.
• Ensure that all IRC South Sudan practices are compliant with global IRC and donor policies (USG, EU, UN, SV, DFID etc), South Sudanese Government regulations and legislation.

Coordination:

• Working closely with WFP and transport service providers to ensure cargo is received and dispatched to respective field sites in a timely maner.
• Ensure all personal cargo requirements are requested and arranged for all staff travelling to/from Rumbek in a timely manner.
• Seek security clearance and transportation of project materials with relevant authorites as required.
• Responsible for the coordination and logistical arrangements for all staff transiting through Rumbek.
• Working closely with both logistics manager and procurement manager in Juba to ensure efficiently and cost effective delivery of project materials to Unity state.

Procurement Management:

• Focal point for all procurements for emergency program sites, sourced via Rumbek.
• Responsible for creation and management of Authorized Supplier list, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff.
• Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers.
• Manage Contracted and Authorized Suppliers in terms of quality, delivery time, value for money, etc.
• Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money.
• Update procurement records in Prologs to ensure that each procurement request is recorded and updated daily as the PR moves through the procurement process.
• Ensure monthly PR tracking reports from all emergency sites is reviewed for accuracy and completeness and the consolidated report sent to the Juba based Procurement Manager for review by the 3^rd of each month.

Asset and Property Management:

• Maintain Prologs Asset module for Rumbek and send monthly updates to  Juba Logistics Manager.
• Ensure Supply Chain staff in IRC emergency program sites send monthly asset updates to Juba Logistics Manager ensuring all asset lists are kept up to date and all details of assets (ID number, cost, location, user and grant purchased from) are recorded properly in Prologs.
• Ensure all logistics and non-logistics staff understand IRC Asset Management Policies and are aware of their individual roles and responsibilities.
• Manage all IRC emergency site asset spot checks and asset movements in all sites ensuring completeness and correctness.
• Manage annual Asset and Property counts in all IRC emergency program sites and send complete report to Juba Logistics Manager on a quarterly and annual basis.
• Ensure updates of asset & property disposals in all sites on a monthly basis.

Warehouse and Inventory Management

• Ensure that full and accurate inventory records are maintained.
• Maintain the Prologs Warehouse Inventory management module in all sites.
• Ensure all Warehouses inventories are recorded  accurately  on a regular basis in Prologs System.
• Work with Logistics staff to ensure regular Spot Checks, Daily Cycle Counting, Warehouse Inspections are conducted for all  warehouse sites in emergency program sites and Rumbek.
• Ensure fiscal year end and grant end inventory counts in all Unite State sites and assist those field sites with these counts where necessary.
• Submit year-end inventory report covering Rumbek and emergency program sites to Juba Logistics Manager by the 2^nd of October.
• Provide field logistics teams with technical support in respect  to appropriate processes for ordering, receiving, distributing, stocking and updating of all warehouse inventories.
• Ensure  Authorized to Receive and Release forms are updated for Rumbek and all emergency program sites.
• Provide  drug and non-drug inventory information from Rumbek and all emergency program sites for the monthly Global Supply Chain report to the Juba Logistics Manager by the 3^rd of each month.

Fleet and Transport Management

• Ensure a suitably staffed and equipped transport function is developed for Rumbek and emergency program sites.
• Implement and direct IRC standard Vehicle policies and procedures, with particular attention to sa fety and security issues.

• Ensure that vehicles are prepared for routine and emergency security requirements.
• Ensure that all vehicles are secure when not in use.
• Be familiar with local regulations / laws.

• Ensure that fleet is well maintained at all times, and that there is a good filing system for all vehicles.

Key Working Relationships:

Position Reports to:  Supply Chain Coordinator

Position directly supervises:  Rumbek based – Supply Chain Officer, Logistics Assistant, Drivers

Position indirectly supervises: Emergency Sites Supply Chain staff

Indirect Reporting:

Internal:  Logistics & Procurement Manager – Juba; IRC Global Supply Chain Unit

External: South Sudan Vendors, charter companies, travel agents

Requirements:

• Relevant Bachelor’s Degree, required. Degree, diploma or professional certification in Supply Chain Management, Drug Management or related field strongly preferred
• At least 3 years of experience in international humanitarian logistics
• Familiarity with drug inventory management and medical supply chain principles
• Ability to roll out logistics policies and SOPs
• Solid knowledge and understanding of practical Supply Chain Procedures and maintaining supply pipelines in areas with weak infrastructure.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with word processing, spreadsheets, databases, and other IT skills.
• Possess leadership qualities and willing to exercise initiative.
• Willingness to participate and contribute as a team member, under challenging working and living conditions.
• Able to work well in a team and to undertake assigned tasks independently

Work Environment:

Security level yellow - standard precautions apply. Concerns include common criminality, presence of armed troops, and tribal violence.

Housing:

The position is based in Rumbek, Lakes State. Sleeping accommodation is in IRC shared Guest House with common latrines outside. Bathing facilities are inside the rooms. All IRC sites have electricity and internet at least several hours per day. Food is the individual’s responsibility.