Supply Chain Officer

Under the direct supervision of the Snr Supply Chain Officer, Supply Chain Officer must be able to rapidly respond to the

programs and operation's needs, whilst ensuring best practices and maintaining audit-compliant records.

Major Responsibilities:

Procurement

• Responsible for Erbil, Kirkuk and Mosul procurements, documentation recording and maintaining up to date supplier files in accordance with IRC documentation policy.
• Responsible for managing all lease agreements for Erbil, Kirkuk and Mosul including individual apartments.
• Verify that all supplies, services and equipment’s ordered are delivered in quality and quantities requested and on time.
• Responsible of Erbil, Kirkuk and Mosul office and individual apartment requirements/ supplies /maintenances and managing utility bills and ISP contracts.
• Coordinate with the Finance Department to make sure the payments are delivered to the suppliers.

Assets and administration management

·Understand, implement, and maintain standard IRC asset management policies and procedures. Maintain and update Asset Register, including details of asset transfer, asset repairs, asset disposals, breakdowns and purchase of new assets and attractive items.

·Ensure all assets are tagged and relevant forms are signed before being issued to staff members or

sent to the field offices.

·Ensure all office and individual apartment furniture and inventory are accounted for and have

inventory numbers.

·Responsible for preparing and updating the asset report on a monthly basis and manage assets

and furniture disposal, when needed.

·Carry out quarterly spot checks for assets and inventory to ensure records are up to date for

condition and location.

·Manage Operations petty cash and responsible for monthly allowance of staff phone credits.

·Responsible for visa and residency permit processing and renewal.

·Responsible for renewing Administration order and IRC visa account system online yearly.

·Ensure that all lRC’s assets and equipment are well maintained.

·Any other tasks as requested

Fleet

·Work with the Snr Supply Chain Manager to implement a suitable staffed and equipped transport function to support the IRC’s vehicle operations and policies.

·Make all hotel bookings, purchase tickets and airport transfer for all IRC staff and visitors.

·Manage the vehicle pool by assigning vehicles for individual requests within Erbil, Kirkuk and Mosul governorates and inter-field travel, draft weekly/ daily movement schedules.

·Prepare and manage Supply Chain monthly report for vehicles and generators within Erbil, Kirkuk and Mosul for keeping safe, accurate record and monitoring system.

·Support NES team with ticket requests and arranging airport arrival and departure.

·Assist in recruitment of, perform test-drive, evaluate performance, manage and supervise Erbil-based drivers. Keep driver files regularly updated.

·Ensure that all vehicles carry the required on-board documentation and that all documents are kept current.

·Work with the Snr Supply Chain Manager and Humanitarian Access and Security Manager to ensure that vehicles are prepared for routine and emergency security requirements.

·Ensure that IRC owned vehicles are secure when not in use, optimizing use of available parking space.

·Inspect and record the condition of vehicles, by maintaining weekly checklists file and ensuring that

·vehicles logbooks are accurately filled, inspecting them on a weekly basis..

Key Working Relationships:

Position Reports to: Senior SC Manager

Position technically supervised by: N/A
Position directly supervises:  N/A

Indirect Reporting: N/A

Other Internal and/or external contacts: describe the nature of departments or groups the position influences or requires support from to accomplish objectives.

Internal: All staff and departments in Erbil, Kirkuk and Mosul offices

External: IRC’s stakeholders