Supply Chain Coordinator - Procurement

Job Overview

Supply Chain Coordinator is a key position to the success and delivery of quality programs.IRC defines Supply Chain as those systems and support functions necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property, and asset management as well as vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities for the IRC Ethiopia Country Program.

Key Responsibilities

Supply Chain Planning

• Develop and implement comprehensive supply chain plans, including procurement, warehousing, transportation, staffing, distribution, and training, to support program execution.
• Collaborate with program coordinators and managers to create procurement plans for all active grants.
• Coordinate with program teams to develop distribution plans for supplies and assets of closed grants.
• Ensure adequate warehouse space before dispatching program supplies to field sites.
• Develop and implement supply chain staff training and capacity-building plans, integrating them into program budgets.
• Maintain optimal staffing levels within the supply chain department, ensuring clear job descriptions and responsibilities.

Procurement Management

• Oversee and drive IRC's in-country procurement strategies, policies, and procedures to meet program needs timely and in compliance with GSC standards.
• Ensure adherence to IRC and donor policies in all procurement activities.
• Review and execute procurement contracts efficiently.
• Implement GSC SOPs across all IRC Ethiopia program offices.
• Submit timely monthly and quarterly supply chain reports to the Deputy Director of Supply Chain.
• Organize procurement training sessions for procurement staff, tender committees, and other relevant staff.
• Review procurement documents prior to payment.
• Maintain confidential records of supplier/service provider information, history, and performance.
• Oversee quarterly market surveys and analyses, sharing insights with program teams and field coordinators/managers.
• Proactively identify and address potential fraud and corruption risks.
• Establish reasonable lead times for procurement and delivery of program supplies.
• Collaborate with field office supply chain staff and coordinators/managers to ensure effective and consistent implementation of IRC's standard operating policies and procedures.

Inventory Management

• Coordinate closely with the supply chain warehouse and asset manager to oversee inventory management and warehouse operations.
• Ensure accurate record-keeping and adherence to inventory standard operating procedures and controls.
• Implement IRC inventory policies across all IRC Ethiopia offices.
• Produce timely grant-ending and year-ending inventory reports.
• Conduct regular site visits to assess warehouse safety and compliance with IRC standards.

Asset Management

• Oversee the procurement, maintenance, safekeeping, and record-keeping of all country program assets and equipment.
• Ensure compliance with IRC and donor rules and regulations for asset management.
• Implement IRC asset policies across all IRC Ethiopia offices.
• Manage asset maintenance and tracking.
• Oversee the asset disposal process.
• Conduct regular cycle counts and spot-checks of all IRC assets, inventory, and equipment.

Vehicle and Transport Management

• Coordinate with the senior supply chain fleet manager to oversee all aspects of IRC's country fleet and transportation operations.
• Ensure adherence to IRC vehicle policies and procedures, including procurement, movement, maintenance, and reporting.
• Maintain the optimal condition of all IRC vehicles or service provider vehicles.
• Oversee vehicle insurance.
• Implement and enforce local fleet management policies.
• Monitor fuel consumption.
• Review monthly vehicle reports and provide necessary support to the supply chain team.

Compliance and Ethics

• Identify, analyze, and mitigate compliance risks within the supply chain process.
• Implement robust procurement controls and red flag identification measures.
• Ensure adherence to internal and external audit corrective action plans.
• Conduct all activities ethically and in compliance with relevant regulations.

Learning and Development

• Oversight and Planning: Oversee and implement all supply chain learning and development initiatives within the country. Conduct thorough needs assessments to develop comprehensive training plans for supply chain staff.
• Team Building and Capacity Development: Recruit, supervise, and develop team members, fostering their growth in both technical and managerial skills.
• Performance Management and Coaching: Provide effective coaching, training, and mentorship to direct reports. Set clear expectations, establish annual performance objectives, and deliver regular, constructive feedback. Conduct formal performance reviews semi-annually.
• Team Leadership and Collaboration: Cultivate a positive and collaborative team environment by maintaining open and professional relationships with team members. Provide guidance and support to ensure optimal performance.
• Regular Communication and Development: Conduct high-quality, regular meetings with direct reports (at least monthly) to discuss performance, address concerns, and provide development opportunities. Create individualized development plans to enhance technical skills, knowledge sharing, and career progression.

Supply Chain Coordinator Competencies Matrix

The Supply Chain Coordinator must adhere to the proficiency matrix, which outlines essential skills, tasks, and accountability levels. The coordinator is responsible for implementing the matrix and fulfilling all associated tasks and requirements.

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Key Working Relationships:

Reports to: Deputy Director of Supply Chain

Directly Supervises: Supply Chain Procurement Staff

Internal Contacts: Senior Supply Chain Fleet Manager, Senior Supply Chain Warehouse and Asset Manager, HQ, regional and country staff at all levels, Director of Operations, Country Directors, and IRC Program departments

External Contacts: May serve as IRC Supply Chain representative in external meetings, other non-governmental organizations, inter-agency groups, and foundations.

There will be 50% travel to other IRC field offices