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 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.
We are recruiting to fill the position below:
Job Title: Logistics and Procurement Officer - HeRON
Requisition ID: req37610
Location: Yola, Adamawa
Sector: Health
Employment Category: Regular
Employment Type: Full-Time
Job Description
- The International Rescue Committee 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, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.
Contextual Background
- 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 and Monguno of Borno state and Damaturu of Yobe 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
- Since 2020, the Health Resilience of the Northeast (HeRON) project has been working alongside states and local government authorities in Borno and Yobe, strengthening their capacity to effectively deliver quality integrated primary healthcare, reproductive, maternal, and newborn and child health and nutrition services.
- In late 2022, HeRON conducted a health needs assessment in Adamawa state to ascertain the readiness of the health system to provide quality primary healthcare services for Internally Displaced Persons (IDPs), returnees, and vulnerable host community members.
- In 2023, HeRON will expand to Adamawa state to support the State Government in implementing a resettlement plan for IDPs across selected LGAs from dependency on emergency humanitarian aid to independent and self-sufficient residents of Adamawa state, and support the IDPs, IDP returnees, and vulnerable host community members have improved access to quality primary health care and Nutrition services.
Scope of Work
- Reporting to the HeRON Manager Yola-The Logistics Officer is responsible for the efficient and effective management of the HeRON’s fleet, warehouse, assets, and facility maintenance in the Yola Field Office (Adamawa state)
- The position will directly supervise IRC drivers.
Major Responsibilities
Procurement Planning:
The Officer is responsible for working closely with Supply Chain Manager Mubi, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes:
- Preparing and implementing procurement plans
- Implementing all IRC procurement SOPs
- Collecting, organizing and analyzing data
- Monitor supply market and conduct market surveys & analysis.
Procurement:
Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:
- Support in development of procurement specifications
- Processing approved Purchase request through the procurement software (Dynamics) and ensuring data accuracy.
- Request for quotations / proposals.
- Participate in tender meetings & evaluations.
- Prepare bids analysis and other bidding documents for approval.
- Conduct negotiations with suppliers that is transparent and documented.
- Demonstrate value for money in procurement.
- Review procurement documents for accuracy before taking payment for approval.
Contract Management:
Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:
- Preparing and executing contracts for recommended bidders
- Timely renewal of running contracts.
- Execute contracts against set performance indicators
Supplier Management:
Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes:
- Maintain suppliers file and documentation
- Documents supplier performance
- Maintain supplier performance score cards.
Compliance and Ethics:
Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:
- Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
- Provide consistent and constructive support to other departments to ensure compliance with policies and procedures
- identifying and reporting procurement red flags,
- Implementing internal and external audit corrective action plans (CAPs)
Reporting:
The Officer is responsible for preparing and submitting accurate:
- Support with developing and updating the procurement plans (assigned) as required.
- Submit monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance
Asset Management:
- Ensure proper tracking, maintenance, and recording of all IRC assets in Yola and Mubi office for HeRON, which will lead to an accurate asset database at all times.
- Ensure that each staff member in HeRON Adamawa is accountable for every asset assigned to them through the use of the Equipment Issue / Receipt forms.
- Implement maintenance systems and procedures for assets, including follow-up.
- Ensure quarterly physical check of assets and submission of asset reports to assets officer and logistics manager for review.
- Liaise with assets officer & supply chain manager to recommend disposal of assets for HeRON Adamawa is reviewed and implemented annually as per IRC and donor requirements regulations.
- Be responsible to coordinate end of year and grant closure assets counts as per the standard operating procedure for accountability of assets in IRC.
Fleet and Transport Management:
- Oversee the management of the transport fleet & generators for Yola field office.
- Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and office lead.
- Ensure that systems are in place to account for transported goods.
- Prepare monthly reports on Fuel Usage, Mileage, and spares expenditures by vehicle& generators for review, general reporting, and analysis for continuous improvement.
- Ensure management, tracking, maintenance, and reporting of all IRC vehicles & generators in for HeRON projects in Adamawa State is in accordance with IRC policy.
- Be responsible to coordinate for the regular maintenance and servicing of all IRC vehicles and generators for the HeRON Adamawa.
- Any other duties or tasks delegated by his/her supervisor.
Reports:
- Responsible for compiling regular reports for HeRON Mubi and Yola, base assets
- Responsible for compiling regular reports from Yola and Mubi Office regarding Contributions-in-Kind.
Coordination & Representation:
- Participate in technical Coordination meetings at the LGA and the State levels, as required.
Key Working Relationships
- Position Reports to:
- Line Manager: HeRON Manager Yola
- Indirect/Technical Reporting: Supply chain manager Mubi, supply chain, finance and other consortium management team
- Position directly Supervises: N/A
- Key Internal Contacts: Consortium management team, Finance, and Supply Chain,
- Key External Contacts: LGA level logistics clusters, transport vendors, and Local government authorities.
Qualifications
Education:
- B.Sc Degree in Supply Chain, Business Management, or related field
Work Experience:
- Work Experience: Minimum of 3 years experience in logistics-related roles preferable in an INGO setting.
- Demonstrated Skills and Competencies in the use of “Microsoft Dynamics 365 for Finance and Operations”
- Attention to detail.
- Strong supervisory skills.
- Team spirit and problem-solving skills.
- Computer skills (Microsoft Word, Excel, power point, DBMS etc.).
- Strong organizational, interpersonal, and communication skills.
- Possess leadership qualities and willing to exercise initiative.
- Strong supervisory skills
- Familiarity/ knowledge of operational contexts (Adamawa States)
Demonstrated Technical Skills:
- Background in logistics managements
- Demonstrated experience with logistics, assets and fleets management and technical coordination
Demonstrated Managerial/Leadership Competencies:
- Flexible, diplomatic and have ability and willingness live and work under pressure of workloads
- A mature person of high professional discipline and moral integrity, proactive and able to work under stress as the situation may dictate.
Languages:
- English. Knowledge of local languages is an added advantage
Computer/Other Tech Requirements:
- Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint.
Ability to Travel"
30 % of time
Standards of Professional Conduct
- IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of 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, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others.
Gender Equality
- IRC is committed to narrowing the gender gap in leadership positions. We offer 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.