Supply Chain Coordinator

The International Rescue Committee (IRC) 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, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Present in CAR since 2006 the IRC is currently expanding its programs to respond to the ongoing crisis. The program is active in 3 locations across the country (Bangui, Bocarganga and Kaga Bandoro) and seven sectors (Health, Water and Sanitation, Food Security, Woman’s protection, Child Protection, Non – food Items, and Governance). The team includes 15 international staff and 100 national staff. Programs in Bangui and Bocaranga are currently supported by the emergency response team.

Scope of work

The Supply Chain Coordinator reports directly to the Deputy Director of Operations (DDO). This position is responsible for the management and delivery of effective Supply Chain support services throughout CAR operations in compliance with IRC and donor regulations. Key responsibilities include procurement, transport, inventory, asset management.

The Supply Chain Coordinator will:

• Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems.
• Collaborate with Finance Controller to ensure that internal controls are met with maximum efficiency and minimum of bureaucracy.
• Work with country Supply Chain Staff and Programs Coordinators to ensure effectiveness, uniformity of Supply Chain structure and implementation of the IRC’s standard operating policies and procedures.
• Implement on site specific trainings to ensure that Supply Chain staff possesses the knowledge and skills in line with their responsibilities.
• Compile, analyze, provide feedback and submit monthly supply chain report to IRC Headquarters and the Country Management Team by the 7th of each month.

Key Responsibilities

• Human Resource Management:
  • Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced supply chain staff.
  • Identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all Supply Chain staff and provide day to day supervision of the department.
  • Provide feedback on a consistent basis and through regular performance evaluations.
  • Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.
  • Ensure all Supply Chain staff are aware of all procedures and in compliance with IRC procurement, asset and stock management, transport, communications, etc, in order for them to clearly share this information.
  • Develop long term plan for continued quality leadership by providing staff development and staff development plans.
  • Recruit, develop and mentor a successor for this position.
• Procurement Management:
  • Accountable for implementation of a procurement system that is based on the IRC’s Global Supply Chain Policies and Procedures
  • Establish and maintain an updated list of authorized and contracted suppliers, using IRC selection and prequalification process. Manage the authorized and contracted suppliers in terms of quality, delivery time and value for money.
  • Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed up and achieved.
  • Manage tracking of all outstanding Purchase Requests (PRs) and Purchase Orders (POs), including analysis to define improvements.
  • Design and implement internal controls within the purchasing/procurement systems.
• Warehouse and Inventory Management
  • Ensure complete and accurate inventory records are maintained.
  • Perform regular checks to ensure that the commodity tracking system is adhered to by the warehouse staff and perform periodic spot-checks.
  • Plan for and supervise quarterly stock inventories and ensure that effective stock keeping system is in place.
• Fleet and Transport Management
  • Oversee management of transport fleet.  Ensure that vehicles are allocated to program / departments in an efficient manner.
  • Responsible for vehicle movements including respect of security protocols.
  • Ensure that systems are in place to account for transported goods.
  • Accountable for timely and regular preventive maintenance of all vehicles and generators.
  • Prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting and analysis for continuous improvement.
  • Maintain records/authorizations for fuel usage.
• Asset Management
  • Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed according to IRC and/or donor regulations.
  • Define and implement maintenance systems and procedures for assets, including training of staff and follow-up.
  • Ensure quarterly physical check of assets and submission of asset reports for review.
  • Ensure all donor reports for assets are completed and submitted to the grants department on time.
• Grant Management
  • Proactively develop the skills of IRC staff to understand and utilize Supply Chain tools and services to design and implement quality programming.
  • Provide oversight in coordination with the DDO, Finance Controller /Program Coordinators for overall program budgets in regard to transport, procurement and logistics implications.
  • Check logistical feasibility (including budget aspect) of all major program proposals, and provide pro-active logistical support in the execution of the programs.
  • Provide inputs for the Operating Budget.
  • Monitor Supply Chain sections of budgets and track expenditure. Follow up as necessary including timely information and budgetary comments regarding any realignment.
  • Working with program staff towards establishing procurement plans before the start of each grant and analyze how they incorporate the activities in the budget, are donor compliant and realistic in terms of timing. Finalize Procurement Plans for all grants.
  • Monitor invoices and review payment request vouchers.

Required Qualifications:

• University degree in Supply chain Management, Supply Chain, Business Management or related field.
• At least 5 years of progressive management and leadership experience in emergency relief/development activities related to Supply Chain
• Solid knowledge and understanding of practical Supply Chain Procedures and maintaining supply pipelines in areas with weak infrastructure.
• Field experience of managing a large, multi-site Supply Chain operation with INGOs. IRC experience an added advantage.
• Good knowledge and understanding  of donor regulations and experience managing a diversified portfolio with funding from USAID, UNICEF, DFID, ECHO, EU, SIDA and Private foundations.
• Fluency in French and ability to write in English essential
• Strong organizational, interpersonal and communication skills.
• Team player
• Ability to take initiatives and implement change
• Ability to work under pressure in challenging working and living conditions
• Strong computer competency with word processing, spreadsheets, databases, and other IT skills including MS Excel, Word, PowerPoint.