Supply Chain Manager

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Position Overview

Reporting to (Senior Supply Chain Manager), the (Supply Chain Manager) is responsible for the

efficient coordination and management of all procurement functions for IRC’s office in (Juba). The

position will also be responsible for the standardization of policies and good Procurement practices

across all the field sites and will require regular travel to provide technical support to the field-based

procurement staff.

Responsibilities

Specific responsibilities include,

Compliance

• Assist in the development of in-country Procurement policies and procedures in compliance with the IRC standards & reviewed/approved by the Supply Chain Coordinator /CD.
• Monitor the policies and procedures to ensure that they are kept updated and relevant to the in-country situation and IRC programming requirements.
• Ensure that compliance with policies is documented through systematic and random

verifications of policy implementation and Procurement records, based on a schedule

agreed with the Supply Chain Coordinator/ Senior Supply Chain Manager.

• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Promptly inform the Supply Chain Coordinator/ Senior Supply Chain Manager of any areas of concern of potential or suspected violations of policies and procedures.
• Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.
• Ensure that issues of compliance are standardized across all field sites.

Procurement Management

• Responsible for creation and management of list of Authorized Suppliers, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate torelevant staff.
• Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers.
• Manage Contracted and Authorized Suppliers in terms of quality, delivery time, value for money, etc.
• Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money.
• Focal point for all international procurement conducted through the New York.
• Prepare Requests for Proposal and manage contract/tender processes.

Documentation and Reporting

• Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible.
• Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy.
• Prepare monthly Close out Check list coordinating with finance and share with the Supply Chain Coordinator for review.
• Coordinate with Program Managers on Purchase Request Tracking report and consolidate all
• Purchase Request Tracking from Country field office reports. Share report with Supply Chain coordinator/ Senior Supply Chain Officer and other internal departments as required.
• Analyse Purchase Request / Item Forecast Tracking to ensure that all procurement is carried out efficiently and in a timely manner.
• Prepare Finance-related reports such as Cash Projections and BvAs/Integra
• Ensure that all Procurement Plans are developed for each grant and updated.

Training & Outreach

• Organize Procurement trainings for both program and operations staff on a regular basis.
• Develop and maintain an effective orientation package and ensures that new staff members are appropriately orientated on Procurement policies and procedures in a timely manner.
• Ensure that Procurement department maintains cooperative relations with other departments and interacts with them in a positive manner.
• Identify training needs for Procurement staff and make recommendations to the Supply Chain Coordinator/ Senior Supply Chain Manager.

Staff Supervision

• Set clear performance objectives for staff you supervise and ensure that they are understood.
• Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met.
• Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures.
• Ensure that staff annual leave is tracked and planned in advance and that there is sustainable coverage and backup for all staff going on leave.
• Review and approve/endorse timesheets of your staff on a monthly basis and travel and leave requests when the requests are made.

Qualifications: At least bachelor’s degree in supply chain management, Masters is an added

advantage.

Experience:

Experience in administration and management, with not less than five years as Procurement Manager or similar position, three years of which must have been spent working with an international NGO.

Skill and Abilities;

• Ability to write narrative and analytical spread sheet reports
• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required
• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously
• Ability to work under pressure and to meet deadlines
• Spoken and written fluency in English desired
• Willingness to put in extra hours in emergencies
• Willingness to travel to the field
• Systems oriented individual
• Good team player

The IRC Core Values and Commitments:

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles

outlined in IRC Way Standards for Professional Conduct. These are Integrity, Service, Accountability

and Equality. 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 the IRC operates and enforces policies on Beneficiary Protection from

Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-

Retaliation.

Safeguarding and PSEA policy: The IRC has a zero-tolerance policy for safeguarding/PSEA violations by

staff, incentive workers, visitors, sub-grantees, suppliers/sub-contractors, and implementing partners.

Safeguarding/PSEA at the IRC is an integral to the organizational values and ethics, and staff and

associates are expected to take all reasonable steps to prevent the sexual exploitation, abuse, and

harassment of any person linked to the program by both its employees and any downstream partner.

The successful candidate will be subject to a thorough background check and satisfactory references.

Promote and actively participate in initiatives and efforts to build team engagement, inclusion and

cohesion in IRC. Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding

and to promote IRC values and adherence to IRC policies. IRC strives to build a diverse and inclusive

team at all levels who as individuals, and as a group, embody our culture statement creating a working

environment characterized by critical reflection, power sharing, debate, and objectivity for us to

achieve our aspirations as a team and deliver the best possible services to our clients

Narrowing the Gender Gap: The International Rescue Committee 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 a flexible hour (when possible), maternity leave, transportation

support and gender-sensitive security protocols.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants

because of merit without regard to race, sex, color, national origin, religion, sexual orientation, age,

marital status, veteran status, disability, or any other characteristic protected by applicable laws.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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