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: Supply Chain Manager
Job Requisition ID: JR00003040
Location: Gaza, Borno
Employment type: full-time
Job Overview
- Supply Chain Manager is a key position to the success and delivery of quality programs and shall act as the support function as necessary to lead and implement procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management in the Gaza Strip.
- The Supply Chain Manager is accountable for the design, planning, execution and monitoring of supply chain activities delivery of an effective supply chain function in IRC Gaza Operations in compliance with IRC, and donor regulations and in line with program objectives.
- They are also responsible for continuously improving performance quality throughout the Supply Chain team and ensuring partners’ satisfaction by exercising service-oriented practices.
Responsibilities
Supply Chain Planning:
The Supply Chain Manager is responsible for working closely with internal and external partners to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes: -
- Support in preparing procurement plans and actively follow up with programs to keep them useful and updated.
- Preparing plans for launching MPAs/MSAs including renewal of active contracts and suppliers’ performance management.
- Providing information to support the Supply Chain team in the preparation of warehousing plans, transport plans and distribution plans.
- Develop sourcing strategies and relationships with suppliers.
- Supervise supply market and conduct market surveys & analysis.
- Represent IRC in different logistics forums e.g. logistics cluster, health logistics sub cluster, OCHA, etc. and advocate for the safe access of IRC supplies in Gaza.
- Where necessary, provide technical guidance and support to IRC’s implementing partners
Procurement:
- The Supply Chain Manager is responsible for implementing procurement plan & strategies for Gaza and ensures all program procurement needs are met on time in accordance with IRC and donors’ standards.
- The role coordinates closely with the oPt Supply Chain Coordinator to meet the needs and requirements of operations and programs inside Gaza
This includes:
- Distribute and assign procurements at RFP/MPA/MSA levels among his/herself and the Procurement Officers according to their title, responsibilities and current workload.
- Support in development of specifications and scope of work.
- Processing approved Purchase requests through the procurement software (Integra) and ensuring data accuracy.
- Processing request for quotations / proposals.
- Organize and participate in tender meetings & evaluations.
- Prepare bid analysis and other bidding documents for approval.
- Conduct negotiations with suppliers that is clear and documented.
- Demonstrate value for money in procurement.
- Implement IRC procurement SOP’s in all procurements.
- Review procurement documents for accuracy before payment, when needed.
- Ensure timely and efficient procurement execution through PRTS monitoring and analysis.
- Ensure accurate tracking and filing of procurement data, documents and suppliers’ files.
- Ensure effective communication between procurement team and all the partners.
- Management of contract administration and support contract management in close collaboration with requester, including monitoring the contract utilization against the MSA/MP contracts and recommendation for renewal.
Inventory Management and assets:
- Coordinate with DDFM and technical coordinators for the distribution plan; identify safe storage space and organize transportation for last mile distribution.
- Regularly review optimal transportation route in coordination with the SCC for incoming supplies from international routes,
- Responsible for setting up all inventory tracking systems and warehouses operation in line with standards set by IRC policies and appropriate tools/forms are used to report the inventory and assets on regular basis to SCC and DDFM.
- Identify suitable warehouse in line with program objectives for drug storage, Cold chain, buffer stock, contributions in kind stock (CIK) and other commodities
- Implement Commodity Tracking System (CTS) for key commodities
- Roll out asset policy in Gaza and follow up on asset control in AoR
Fleet Management:
- Coordinate with OCHA and clusters/sub-clusters to ensure there is sufficient fuel available for the field activities.
- Develop and monitor fleet movement plans, driver’s assignment, vehicle safety, and monitor fuel consumption.
- Ensure the fleet legal status (customs clearance, registration, licenses, insurance) are up to date;
- Ensure base fleet management policy is implemented.
Compliance and Ethics
The Supply Chain Manager is responsible for implementing donor rules & regulations for all procurements, Identifying and analyzing compliance risk in procurement processes through:
- Implementing due diligence for suppliers, this includes conducting ATC, 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)
- Procurements are conducted in compliance with donor regulations.
Staff Supervision and Capacity Building:
The Supply Chain Manager is responsible for the management, supervision, and capacity building of the supply chain department staff in Gaza, according to hierarchy and the capacity building for non-supply chain staff members on procurement processes, policies, and procedures through:
- Supervise the timely deliverables of subordinates.
- Set together with subordinate’s hard-working performance objectives and support them to meet their objectives.
Conduct one-to-one performance review meetings (minimum twice: mid and end of the fiscal year) with subordinates, provide them with positive and constructive feedback.
- Coach, train, and mentor procurement staff with the aim of strengthening their technical capacity, exchanging knowledge within the team, and providing professional development guidance.
- Handle poor performance and disciplinary matters according to IRC HR policies and procedures.
- Ensure that procurement staff annual leave plans is updated and leave days approved and supervised.
- Organize, develop, and deliver procurement training for both procurement and non-supply chain staff.
- Develop and maintain updated orientation package for newly joining procurement and non-supply chain staff.
- Deliver training for the procurement committee members on procurement red flags, evaluation and scoring of the offers and their role within the tender process.
- Identify training needs for procurement staff and provide recommendations to the Supply Chain Coordinator.
Reporting:
The Supply Chain Manager is responsible for preparing and submitting:
- Procurement tracking sheet analysis and workload monitoring as the need arises by SCC and DDFM.
- Monthly reporting on meaningful metrics through IRC Supply Chain reporting system.
- Any other reports as agreed with the Supply Chain Coordinator, DDFM and CD.
Job Requirements
Recognizable certification in Procurement, Logistics or Supply Chain from internationally accredited certification organization is desirable.
Demonstrated Skills and Competencies
- Master’s degree in business administration, Finance, Economics, Supply Chain, Logistics or any other related field preferred.
- Recognizable certification in Procurement, Logistics or Supply Chain from internationally accredited certification organization is desirable
- Demonstrated success as a Supply Chain leader across all disciplines within Supply Chain including planning, procurement and logistics.
- Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management.
- Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures and organizational units.
- Able to work effectively in a highly matrixed structure.
- Strong financial management and budgeting skills.
- Excellent training and coaching ability.
- Work Experience: At least 4 years of experience in procurement, supply chain or logistics, preferably with humanitarian organizations in Gaza.