Job Description
BACKGROUND:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crisis and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers life-saving 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.
Since 2007, IRC has worked with refugees and other vulnerable populations in Jordan. Working in coordination with the humanitarian community and the Government of Jordan, the IRC's assistance programs for children in Jordan include Zaatari camp and urban-based refugee assistance (Mafraq, Ramtha, Irbid).
SCOPE OF WORK:
Reporting to the Country Director (CD) and serving as a member of the Senior Management Team (SMT), the Senior Supply Chain Coordinator (SSC) provides leadership, direction and coordination of support functions - including Supply Chain, ensuring they are fit for purpose and responsive to program needs. The SSC is responsible for the implementation of sound management practices to reduce risk and ensure compliance with donor and IRC policies in all IRC locations in Jordan. The SSC is expected to contribute to high levels of teamwork and inter-departmental and cross-sectoral collaboration. Under the SSC’s leadership, operations teams are supportive of program activities, results-driven and guided by data analysis, problem identification and problem solving.
Management and Strategy
- Actively contribute to and participate in management and leadership platforms such as the senior management team and extended senior management team.
- Work closely with the Country Director and other members of the SMT to ensure that a strong partnership is developed and maintained between Operations, Programs, Finance and HR teams at both central and field levels.
- Lead the continuous improvement of operations policies, procedures, systems and practices.
Supply Chain, Procurement & Logistics
- Supervise the Supply Chain team at coordination level and provide functional support to the field staff
- Ensure that the Supply Chain team provide efficient support to the programs and does so in accordance with IRC and donors policies and procedures
- Verify that Supply Chain policies and procedures are documented, disseminated and consistently applied across the country program.
- Ensure each grant has annualized procurement plan and each plan is updated, analyzed and spending/procurement risk discussed with the relevant budget holder, DDF and DDP (where necessary) and are reported monthly.
- Ensure each grant has annual supply plan and each plan is updated and discussed with the relevant budget holder.
- Coordinate, manage and be accountable for the supply and logistics support to IRC operations, including the efficient, effective, and transparent procurement of the required goods and services according to IRC policies and standard operating procedures.
- Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed and achieved as per the different grant timelines.
- Maintain transparent and efficient general contracting systems through IRC standard Supply Chain due diligence.
- As the country integra champion, ensure that the procurement functionality (team, process, knowledge, and data) is Integra ready and compliant.
- Ensuring that effective Procurement committees are in place and aligned to the requirements of the Procurement committee, contracting and relevant SoPs.
- Take the lead in all international procurements including communication with international vendors and global procurement unit staff.
- Finalize Supply Chain Monthly Report and PRTS for final submission to GSC and country and regional offices
Asset Management
- Ensure proper tracking, maintenance, and recording of all IRC assets throughout the country, which will lead to an accurate asset database at all times.
- Ensure that each staff member is accountable for every asset assigned to them through the use of the 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 Managers for review.
- Update and contextualize the IRC standards for assets/equipment to be purchased, as required.
- Ensure donor reports for assets are complete and submitted to the Grants Department on time as per donor requirement.
- Ensure disposal of assets, property and stock is reviewed and implemented annually as per IRC and donor requirements regulations.
- Develop and implement asset replenishment plan to ensure new assets are purchased in place of the old and inoperable ones.
- As the country integra champion, ensure that the management functionality (team, process, knowledge, and data) is Integra ready and compliant.
Budget & Finance
- Participate in proposal design and budget development by identifying and inputting the required operational budget need for project implementation.
- Work with field staff to identify Supply Chain needs and ensure that issues are raised with CD and DDP to ensure they are included in new budget development.
- Monitor Supply Chain budgets across field offices. Review Budget vs. Actual expenditure reports and provide feedback.
Close Collaboration and coordination with Shared Service Unit
- Routinely and pro-actively coordinate with the SSU on relevant matters covering administration, IT, fleet and facilities.
Staff Performance Management and Development
- Coach, train, and mentor staff with the aim of strengthening their capacity, exchanging knowledge within the team and providing professional development guidance.
- Supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and providing documented semi-annual performance reviews.
- Offer leadership support for successful adherence by staff to IRC’s global operating policies and procedures
Training, Outreach and Staff Management:
· Proactively develop the skills of SC staff to understand and utilize Supply Chain tools and services to design and implement quality programming.
- Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff
- Ensure all Supply Chain staff are aware of and in compliance with IRC Supply Chain policies and SOPs for procurement management, stock inventory, and warehousing management, assets and properties management and vehicle & transport management.
- Participate in all grant opening and ending meetings with the role of preparing and presenting Supply Chain plan including warehouse space, procurement plans, required equipment, disposals and reports.
- Travel to provide technical support to supply and admin functions at field offices
· In collaboration with the RSCD conduct I Supply Chain workshop/refreshing sessions covering all Supply Chain components; Procurement, Warehouse/stock management, Asset and Fleet.
- Design and implement capacity-building program to strengthen the capacity of Supply Chain staff across the country.
- Identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all Supply Chain staff and provide day to day supervision of department.
- Ensure that each Supply Chain staff has updated job description, annual performance objective and provide corrective feedback of set objectives through regular performance evaluations.
- Ensure appropriate SC training and capacitation is delivered to IRC staff to ensure compliance and prevent any delays and disallowances.
Emergency Operations Start-up
- In collaboration with the RSCD conduct assessments to determine operational needs for emergency sites and create an action plan for the base set up should an emergency arise.
- Support all supply chain needs for expansion of emergency response including procurement, transport, warehousing, stock management and other logistical issues
- Assess current operational capacity, determine overall warehouse transportation and accommodation needs for response, and make recommendations for scale-up required to meet response needs.
Other tasks:
- In collaboration with the RSCD conduct Supply Chain Assessment and produce Supply Chain, improvement plans in response to resolve the gaps identified. Upload all assessments and cycle count into the dedicated box folders for QA review and utilization.
- Ensure implementation of Supply Chain global initiatives are on schedule
- Maintain current knowledge of local government requirements related to Supply Chain matters and ensures compliance with legal requirements
