Supply-chain Manager

Background/IRC Summary:  The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations. IRC Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri, Gwoza and Monguno of Borno State, Damaturu of Yobe State, Katsina State and Zamfara State. Currently, IRC Nigeria implements programs primary health care, nutrition, environmental health, women’s protection and empowerment, protection, child protection, education, food security & livelihoods.

Job Overview/Summary: The Supply Chain Manager is responsible for the efficient coordination and management of the supply chain function for IRC Offices in Zamfara and Katsina states in compliance with IRC and donor regulations. The position will directly supervise the Supply-chain Officers in Katsina and Zamfara States.

Key responsibilities include procurement management, inventory and warehousing management, assets, properties management and vehicle & transport management.

The position would report to the Team Lead for the North-West Offices with dotted line of reporting to the Senior Supply Chain Coordinator and will work closely and receive technical support from the Senior Supply Chain Coordinator.

Major Responsibilities:

Procurement:

• Accountable for implementing and maintaining a local procurement system adapted by the IRC Nigeria Supply Chain Department and based on IRC Global procurement policies and standard operating procedures.
• Ensure each grant has a procurement plan and each plan is updated, discussed with the relevant budget holder and are reported on a monthly basis.
• Coordinate, manage and be accountable for the supply and logistics support to IRC operations, including the efficient, effective and transparent procurement of the required goods and services according to IRC policies and standard operating procedures.
• Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed and achieved as per the different grant timelines.
• Maintain transparent and efficient general contracting systems through IRC standard Supply Chain due diligence.
• Finalize Supply Chain Monthly Report, SMT Report and PRTS for final submission to Supply Chain Coordinator and Senior Supply Chain Coordinator.

Asset Management

• Ensure proper tracking, maintenance, and recording of all IRC assets in the Northwest Offices , which will lead to an accurate asset database at all times.
• Ensure that each staff member is accountable for every asset assigned to them through the use of the Equipment Issue / Receipt forms.
• 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 to Supply Chain Coordinator for review and feedback.
• Ensure donor reports for assets are complete as per donor requirement and submitted on time to Senior Supply Chain Coordinator for review before submission to the Grants Department for action.
• Ensure disposal of assets is reviewed and implemented on an annually as per IRC and donor requirements regulations.

Fleet and Transport Management

• Oversee the management of the transport fleet for IRC Northwest offices. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program Managers, Team Lead and Deputy Team Lead.
• Ensure that systems are in place to account for transported goods.
• Ensure that Supply-chain Officers and Logistics Assistants prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting and analysis for continuous improvement.
• Ensure management, tracking, maintenance and reporting of all IRC Northwest vehicles according to IRC policy.

Warehouse/Storage:

• Be accountable for periodic circle count as per the standard operating procedure to ensure that stock management system is adhered to by the warehouse officer and storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report is produced.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances.
• Ensure donor reports for stock are complete and submitted to the Grants Department on time as per donor requirement and SCC.
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Budget & Finance:

• Participate in proposal design and budget development by identifying and inputting the required operational budget need for project implementation at the state level.
• Work with field staff to identify Supply Chain needs and ensure that issues are raised with field Coordinator to ensure they are included in new budget development.
• Monitor Supply Chain sections of budgets. Review Budget vs. Actual expenditure reports and give feedback to the Team Lead/Deputy Team Lead and Supply Chain Coordinator.

Training, Outreach and Staff Management:

• Proactively develop the skills of IRC Northwest staff to understand and utilize Supply Chain tools and services to design and implement quality programming.
• Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.
• Ensure all Supply Chain staff are aware of and in compliance with IRC Supply Chain policies and SOPs for procurement management, stock inventory, and warehousing management, assets and properties management and vehicle & transport management.
• Participate in all grant opening and ending meetings with the role of preparing and presenting Supply Chain plan including warehouse space, procurement plans, required equipment, disposals and reports.
• Implement capacity-building program to strengthen the capacity of Supply Chain staff in Katsina and Zamfara states.
• Support to 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 department.
• Ensure that each Supply Chain staff has updated job description, annual performance objective and provide corrective feedback of set objectives through regular performance evaluations.
• Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.

Other tasks:

• Prepare monthly Supply Chain reports and send to Supply Chain Coordinator and Field Coordinator for review and feedback.
• In collaboration with the Senior Supply Chain Coordinator conduct Supply Chain Assessment and act improvement plans prepared in response to resolve the gaps identified
• Maintain current knowledge of local government requirements related to Supply Chain matters and ensures compliance with legal requirements.
• Participate in Logistics Cluster meetings in Katsina and Zamfara States.

Key Working Relationships:

Position Reports to:  Senior Supply-chain Coordinator
Position directly supervises:  Supply-chain Officers for Zamfara and Katsina.

Indirect Reporting: Logistics Assistants for Zamfara and Katsina.
Other Internal and/or external contacts:

Internal:

IRC Northwest: Operations team and Program teams

External: 

LGA level logistics clusters, transport vendors, and Local government authorities.