Supply Chain Officer - Procurement

Program Background:

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 and 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. The IRC has been working in Uganda since 1998 supporting nationals and refugees’ various institutions in the country notably the government, community-based organizations, the civil society, and the private sector. The current program portfolio in Uganda includes health, peace building, gender-based violence, economic recovery and agribusiness, and children & youth. https://www.rescue.org/country/uganda. IRC has a country office in Kampala, a regional office in Kitgum (and Lamwo), and Moroto. Given the conflict outbreak in South Sudan, IRC re-opened the Yumbe Field site office to support refugees being settled in Bidibidi, Imvepi and Omugo refugee settlement in Yumbe District respectively.

Job Overview:

Reporting to Senior Supply Chain Manager, The Supply Chain officer holds the primary responsibility of carrying out various supply chain monitoring and coordination functions including warehousing, Asset management, procurement, logistics/ transport, and maintenance reporting any incidents that may arise immediately to the senior supply chain Manager. 

Duties and Responsibilities.  

Procurement (60):

•      The implementation and or maintenance of standard IRC procurement policies and procedures.
•       Under the guidance of the Senior Supply Chain Manager, ensures that procurement is carried out in accordance with IRC and donor-specific polices.
•       With guidance from the Senior Supply Chain Manager, follow all IRC and donor purchasing procedures and regulations, ensuring all PRs are correctly filled in with all the required information.
•       Ensure all procurements are fully and accurately documented which leads to easy tracing of procurement records.
•       Continuously inform the program staff of the progress and constraints in the procurement process and develop solutions in consultation with the Program Coordinator.

•      Ensuring that all procurement is done at the best value possible, while maintaining the quality of the product.
•        Ensure procurement is done in the most transparent and cost-effective way possible.

•      Ensure all procurement activities are fully and transparently documented through PRs, POs, RFQs, Comparative Statements, Bid Analysis, Invoices and Delivery Reports.
•      Initiate Invitations to Bids and collect quotations from suppliers as necessary and when necessary.
•      Maintain efficient systems for purchase requisitions, orders and their administration through files that easily demonstrate open vs closed purchase requests.
•      Maintain database of good and reliable suppliers for different categories of supplies, goods and works.
•      In coordination with the Senior Supply Chain Manager set up MPAs and MSAs for the field site.
•      Keep Supervisor informed of all developments and issues through daily briefing, weekly procurements updates and bi-monthly reports.
•      Provide ongoing training, advice to supply chain and program staff in procurement policies, systems and procedures.
•      Responsible for contracting vehicles for transportation of materials to the Program offices and sites.
•      Submit monthly report on cost and status of all procurement during reporting period.
•        Attend all the procurement committee meetings
•      Coordination with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
•      Ensuring that a transparent and responsive procurement process is implemented and maintained.
•      Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
•      Ensuring that all Supplies, services and equipment required are delivered in time.
•      Establishment and maintenance of ethical, professional working relationships with suppliers.
•      Maintain Vendor information for regularly purchased items and be informed of current local market conditions.
•      Support and provide the appropriate trainings for procurement and program staff as required.
•     Ensure procurement is done according to IRC and/or donor regulations.
•     Ensure that staff participating in tender committees are trained and understand their roles.
•     Ensure the update of file and list of vendors in Yumbe region
•     Manage Supply Chain staff (Assistant etc).
•     Assist with any other duties as requested by the supervisor.

Asset Management (20%):

•     Advise the Senior Supply Chain Manager of asset-specific issues or improvements.
•     Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
•      Monitor security of IRC’s assets and supplies.
•     Receive completed store’s request forms and prepare the assets for issuance.
•     Ensure assets are signed for received on the Equipment issue and receipt form.
•     On a monthly basis, work with the operations Coordinator to reconcile the asset register and Asset tracking sheet and equipment issuance forms
•     Update the asset register regularly.
•     Conduct routine asset inspection and submit report to the Senior Supply Chain Manager in a timely manner.
•      Keep an accurate and up-to-date record of asset inward and outward movement in the Asset register.
•     Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed according to IRC and/or donor regulations.
•     Supply Chain works consistently with Security to maintain required security levels, awareness and responsiveness.

Transport (10 %):

•     In the absence of the Supply Chan Manager, works with the Supply Chain Assistant Fleet and Program Managers to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies.
•    Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.
•    Advise the Program Coordinators, and field manager on vehicle requirements and issues.
•     Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel.
•     Evaluate, manage and monitor drivers.
•     Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.
•   Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
•     Ensure that all vehicles are maintained in efficient manner. Schedule timely and regular preventive maintenance of all vehicles and Generators.
•     Ensure that regular meeting is taking place with the drivers and reports any concerns to the Program Coordinator.
•     Compile the drivers’ duty roster and work schedule·
•     Coordinate with admin to ensure mail is distributed by drivers to the correct recipients.
•    Ensure that all drivers are in possession of driver's valid licenses and that all vehicles are insured.
•    Ensure transport services are cost efficient and reliable.

Inventory Management (Warehousing and Asset) (10%)

•   In the absence of the Senior Supply Chain Manager, advises the Program Managers and other user departments on the potential inventory shortages, warehouse specific issues or improvements.
•   Implement and ensure clear loading/offloading procedures, correct stacking and turnover (FIFO) procedures.
•       Organize shipment of the program materials to the Program site.
•       Maintain proper tracking of all the IRC assets present in Yumbe field site.
•       Manage stock quipping records including Asset issue form, asset register and tags.
•       Ensure warehouse and stocks are secure, well managed and documented.

Expected Deliverables:

•  Provide on-time, standard monthly reports to the Senior Supply Chain Manager.
•  Generate and / or maintain an IRC Vendor database.
• Generate and / or maintain comprehensive price list for goods, services and equipment purchased by IRC.
•  Produce routine cash / payment projections for Finance.
•   Produce routine purchase status reports and send to all Karamoja region staff.

Standards For Professional Conduct:

The IRC and IRC staff must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

IRC is an Equal Opportunity Employer and we value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.

 Deadline For receiving applications is  February 2,2024