Job Detail

Supply Chain Manager - Roving is a key position to the success and delivery of quality support. IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning and of procurement, logistics, inventory management, property, and asset management as well as vehicle and fleet management.  The Supply Chain Manager- Roving is responsible for supporting the Supply Chain function to ensure efficient procurement and delivery of supply to field offices.

Key Duties and RESPONSIBILITIES

• Supply Chain Manager – Roving is reporting directly to the supply chain coordinator.
• Manage and perform all supply chain activities in any province when assigned.
• Conduct regular field visits to assess and provide action plan to ensure proper implementation of IRC Supply Chain Policies.

General Duties:

A. Supply Chain Planning

The Supply Chain Manager is responsible for working closely with internal and external stakeholders to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes -

• Develop procurement plans for active grants, in collaboration with program Coordinators.
• Ensure program teams develop supplies and assets distribution plan of closed grants in the warehouses.
• Ensure sufficient spaces in the field offices’ warehouses before sending program supplies to the field sites.
• Ensure that supply chain department is well staffed and there is a clear job description for each role.
• Preparing procurement plans, warehousing plans, transport plans, and supplies distribution plans.
• Implementing all IRC supply chain SOPs
• Develop goods and services sourcing strategies and relationships with suppliers.
• Monitor supply market and conduct market surveys and analysis on regular basis.

B. Procurement

Ensure:

• Perform market analyses by collecting, organizing, and analysing market supplies price data.
• Develop and review grants’ procurement plans and supplies distribution plans, collaborate with program units 
• Develop and implement goods and services category sourcing strategy
• Handle negotiations with suppliers and vendors
• Lead the bidding process by developing and issuing request for proposals (RFP) and process PRs.
• Maintain positive relationships with suppliers and program staff
• Prepare and review procurement contracts, including Master Purchase Agreements (MPA) and Master Service Agreement (MSA) for purchases
• Prepare and submit timely and accurate supply chain reports to the supervisor.

C. Inventory, Warehousing, and Assets Management

Ensure:

• Inventory control, including drug storage, cold chain, buffer stock, contributions in kind stock (CIK) and food commodities
• Implement the IRC inventory policies about all project Items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.
• Develop and ensure material distribution plans are up-to-date and adhere to the policies.
• Placement of the assets maintenance plans as per IRC policies, including repairs/insurance coverage process.
• Handle and coordinate, inventory, asset and property disposal procedures and auction management
• Ensure that grant inventory and asset report is accurate and approved before the grant closing date.

D. Logistics and Fleet Operations Management:

The role holder will:

• Implement country specific fleet management policies, consistent with country transport unit requirements
• Dissemination and adherence of the vehicle safety policies by all vehicle users.
• Conduct transport need assessments
• Develop fleet movement plans, vehicle repairs, drivers’ assignment, vehicle safety, and fuel consumption.
• The fleet legal status (customs clearance, registration, licenses, insurance) are up to date.
• Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process.

E. Compliance:

• Identify and report any procurement deviations following the mechanism in place for appropriate follow up.
• Ensure all supply chain staff are familiar and comply fully with the IRC Way policies.
• Implement and sustain segregation duties in procurement and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by field offices.
• Develop and support implementation of improvement plans.
• Promptly Inform the supervisor and/or compliance unit for suspected supply chain policy violations.
• Implement discrete, time-bound Supply Chain initiatives and improve performance
• Ensure supply chain staff comply supply chain policies, procedures, and process
• Ensure internal control mechanism is followed by every supply chain staff.

F. Staff Management and Development:

• Coordinate the recruitment of supply chain staff with HR (written tests and interviews)
• Use the IRC supply chain competency matrix during the recruitment process.
• Ensure each team member’s objectives are set following the organizational unit goals.
• Provide face to face and remote orientation to newly hired supply chain staff, in the designated offices.
• Assess supply chain staff competency and training gaps and develop appropriate intervention programs
• Conduct training and professional development programs for the supply chain staff
• Coordinate training and maintain training records.

G. Technical Management & Systems:

• Properly use and implement BvA, Box, Teams, Rescue net for all supply chain activities.
• Properly use and implement supply chain standard operating procedures and templates.

Pharmaceutical Supply Chain [Optional]

• Ensure forecasts and supply planning for pharmaceutical supply are created for all health projects.
• Ensure standard pharmaceutical inventory tracking tool is in place and accurately maintained
• Ensure implementation of IRC pharmaceutical quality assurance policy, associated SOPs and procedures for Cold Chain best practice in the warehouse and in local transport.
• Ensure adequate drugs management and transportation tools are available

Internal and/or external contacts:

Internal:

• Ensure to maintain a positive relationship with country supply chain staff; regional supply chain team; program teams; field coordinators; vendors and suppliers.
• Actively participate in global and regional supply chain, conferences, and leading sessions as required.

External:

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