Senior Supply Chain Officer

This role is open to current IRC employees.

Major responsibilities include: 

• Directly manage and lead a team under IRC Harar Field office Supply Chain department including Procurement officers, Procurement assistants, Warehouse officer, Warehouse assistant, and driver asset management), and procurement assistant officer. 
• Proactively identify staff needs, train and mentor Supply chain team members and orient new staff on matter related to IRC Supply Chain policy and procedures.
• Organize and conduct training on IRC Supply Chain policy and procedures for field-based program and operation staffs when needed.
• Ensure all field Supply Chain staffs have clear Job descriptions, key performance objective settings and ongoing periodic performance reviews and year evaluations done as per the organization policy and procedures. 
• Condict regular one on one meetings with direct reports and have scheduled departmental meetings to discuss on the key priorities, expectations, progress updates and challenges.
• Ensure timely payment of OT for staff under supervision in collaboration with Admin/HR and Finance.
• Ensure the staff under SC department proactively plan and utilize their annual leave without overlapping and in a way not affecting   the organizational business. 
• Ensure proper staff coordination, motivation and disciplinary measures are taken as deemed. 
• Make sure that appropriate IRC grievance handling mechanism is known and respected within the Supply Chain team. 
• Prepare and submit updated staff development plan for Supply Chain team and consult with HR/Admin and the field coordinator for its implementation.
• Ensure timely provision of safety equipment and materials including uniforms following the HR policies and procedures.
• Provide coaching and mentoring for the new SC staff  joiner  on IRC  supply chain integra system. 

• Actively engage in project cycle management meetings (PCM) including PDM, POM, PIM, PCM and PLM and ensure procurement matters for each active grants under the field office presented and issue raised by stakeholders addressed.
• Actively take part in the Item forecast preparation and provided the required supports for program team leaders.
• Ensure the Populated IF by program team properly reviewed form SC perspectives, applauded to the IRC integra system and approved Item requirements timely and fairly assigned to procurement team. 
• Ensure market assessment is done in quarterly base by engaging all stakeholders and update vendors on the system following the IRC procurement producers. 
• Ensure that recent   price rosters extracted from the system and shared to all staff in monthly base and provide price update up on requests.   
• Ensure proper procurement documentation made as per IRC filing protocol. 
• Prepare IR and PO tracking and generate appropriate reports from the integra system and PBI long with proper analyses with recommended actions.  
• Ensure that clear, transparent and responsive procurement process is implemented and practiced as a norm in the Field Office in line with IRC policy and procedures. 
• Ensure the timely preparation of service and lease contractual agreements to be signed as per IRC Ethiopia authorization level and make sure that terms and conditions stated in the contract are fulfilled during implementation. 
• Ensure all procurement contracts and taxations term and conditions are fully practiced as per IRC, donor and government terms and conditions for all procurement.
• Ensure that ethical, professional working relationship maintained by all SC team with suppliers/ contractors and timely information exchange with finance and Field coordinator and other concerned bodies.  
• Actively engage in the operation budget focusing and information gathering along the of the vehicle operation budget per month.
• Timely initiate purchase request and ensure office supplies and vehicle spare procurements are made available timely.
• Ensure that Items and services are procured and delivered as per the IRC procurement lead time. 
• Ensure that the IRC procurement are as per the IRC compliance and free for fraud and conflict of interests. 

Warehouse and Assets Management: 

• Ensure that standard IRC inventory management policies and procedures are maintained
• Ensure that all IRC assets management (tracking) is done as per the IRC and Donors’ policy and Management (including record keeping and updating on the system).
• Ensure monthly and annual (year-round) warehouse inventory including spot check with Supply Chain teams (storekeeper) and report to Deputy SC director, Field coordinator and share to other programs for action.
• Make sure proper management and documentation of receipt, handling, storage, release and reporting of goods through the IRC warehouse.
• Advise programs and operation team as well as the field coordinator on timely acting on inventory balances. 
• Ensure the IRC standard warehouse procedures including standardizing warehouse Pannels, online and physical quality ordering, product receipting, item piking and packings are done as per IRC protocols and procedures 

• Oversee the management of field office fleet allocation and ensure that all sites/sectors have reasonable vehicle allocation.
• Ensure optimum utilization of scares vehicles with pre vehicle utilization weekly plan shared by program heads by exercising prioritization and coordinated vehicle allocations.  
• Ensure timely vehicle maintenance and service including motor bikes; follow up fuel utilization to be as per the IRC standard and keep appropriate records or documentation.  
• Closely supervise the vehicle, service, transport, lease sector activities are run properly in accordance with IRC policy and procedures.
• Ensure that IRC transport or vehicle policies are known and respected by all drivers, and users.
• Do the vehicle operating cost analyses and share them with the FC and DDSC on a monthly base.  

• Ensure the IT system works properly in the field office and recommend possible expansion or maintenance. 
• Ensure that IRC IT protocols are respected by all users.
• Closely work with the IT team in Addis for the optimum use of IT infrastructures and networking for the field office. 
• Coordination and collaboration
• Ensure good teamwork, strong collaboration, smooth communications, respectful and conducive working environment practiced among the department and other colleagues and all stakeholders.
• Ensure strong teamwork and effective communication internally with all IRC staff, service providers and beneficiary 
• Ensure the SC department team in the field office exercise  high level of professional code of conduct and done free from personal interest.
• Conduct any other relevant activities or duties as deemed necessary by the field Manger and Supply Chain coordinator.

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

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