Central African Republic: Supply Chain Coordinator

Apr 21, 2016 | International Rescue Committee
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Present in the CAR since 2006 the IRC is currently expanding its Country Program (CP) to respond to the ongoing emergency response and develop programs for the early recovery stage in country. The CP is active in 3 locations across the country (Bangui, Bocaranga and Kaga Bandoro) and four sectors (Health, Water and Sanitation, Food Security/Economic Recovery and Development (ERD), and Protection including women’s protection and empowerment (WPE), child protection). The team includes 15 international staff and around 180 national staff.

Job Overview/Summary:

The Supply Chain Coordinator is an integral member of the country management team and reports directly to the Senior Operations Coordinator. This position is responsable for the management and delivery of effective supply chain support throughout the country program in compliance with IRC and donor regulations. Key responsibilities include procurement, transport, inventory, asset, IT and administration management.

  • Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems.
  • Collaborate with Finance Controller to ensure that internal controls are met with minimum of bureaucracy.
  • Work with Field Office Supply Chain staff and Field Coordinators/Field Managers to ensure effectiveness, countrywide
  • Uniformity of supply chain structure and implementation of the IRC's standard operating policies and procedures.
  • Support the creation of new field sites on an as needed basis.
  • Implement job and site specific trainings to ensure that supply chain staff possesses the knowledge and skills commensurate with their responsibilities.
Major Responsibilities:

Procurement :

  • Accountable for implementing and maintaining a local procurement system adapted by the IRC CAR Supply Chain Department and based on fundamental procedures of IRC global supply chain policies.
  • Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed up and achieved.
  • Finalize Supply Chain Monthly Report and PRTS for final submission to GSC and country and regional offices.

Fleet Management

  • Oversee the management of the transport fleet for IRC CAR. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program and Field Managers.
  • Ensure that systems are in place to account for transported goods.
  • Ensure that Supply Chain Managers prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting and analysis for continuous improvement.

Warehouse/Storage

  • Perform regular checks to ensure that the commodity tracking system is adhered to by the storekeepers and perform periodic spot-checks
  • Plan for and supervise quarterly stock inventories and ensure that effective stock keeping system is in place.
  • Assist programs to install reliable warehouse systems dedicated to programs.
  • Train warehouse staff as required in managing and documenting the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s).
  • Finalize monthly report for the expendables store outlining all stock movements and remaining balances.
  • Maintain records/authorizations for warehouse staff designated to receive and release goods.

Asset Management

  • Ensure proper tracking of all IRC assets throughout the country.
  • Accountable for proper management of the assets released from storage.
  • Accountable for proper tracking of assets using Equipment Issue / Receipt forms.
  • Define and implement maintenance systems and procedures for assets, including training of staff and follow-up.
  • Ensure quarterly physical check of assets and submission of asset reports from the Supply Chain Manager for review.

Finance/Budgeting/Programming

  • Provide input and final review on proposal budgets in regard to transport, purchasing and logistics at the fields and Bangui office level.
  • Check logistical feasibility (including budget aspect) of all major program proposals and provide pro-active logistical support in the execution of the programs.
  • Provide inputs to the IRC CAR Operating Budget.
  • Accountable for monitoring operational costs, and adherence to budgeted amounts.
  • Review operational costs in monthly Budget-vs-Actual reports.

Staff Management:

  • Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff
  • Identify staffing and/or skill gaps and see that these gaps/needs are filled; support the recruitment of all supply chain staff and provide day to day supervision of the supply chain department
  • Provide feedback through regular performance evaluations
  • Ensure that any staff discipline follows a progressive methodology, which provides for clear and structured improvement
  • Develop long term plan for continued quality leadership by providing staff development and succession plans

Training & Outreach:

  • Proactively develop the skills of IRC CAR staff to understand and utilize supply chain tools and services to design and implement quality programming
  • Work with field staff to identify supply chain needs and ensure that requirements are reflected in budget development.
  • Design and implement a program of capacity-building for all supply chain and program staff designed to strengthen the capacity for autonomous action
  • Assist supply chain staff in working with program staff towards establishing procurement plans before the start of each grant
  • Travel to provide technical support to field offices

Qualifications:

  • Degree or professional certification in Supply Chain Management, Business Management or related field strongly preferred
  • Experience working with donors including USAID, BPRM, UNHC, UNICEF, DFID, ECHO, and EU, and knowledge of specific donor guidelines.
  • At least 5 years international experience managing a large multi-site Supply Chain operation, preferably within an INGO setting
  • Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management
  • Strong organizational, interpersonal and communication skills
  • Strong computer competency with word processing, spreadsheets, and databases
  • Strong leadership qualities and willingness to exercise initiative
  • Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.
  • Fluency in French and English, both written and spoken;
  • Willingness to travel to and work in remote and/or insecure environments
  • The IRC and IRC workers 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.