Supply Chain Coordinator

**BACKGROUND:**

The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Lamwo, Kiryandongo, Moroto, Kyaka and West Nile.

**SCOPE OF WORK:**

Supply Chain Coordinator is a key position to the success and delivery of quality programs. Supply Chain entails all the systems and functions necessary to implement programs effectively, inclusive of planning, procurement, inventory management, constructions property and asset management as well as vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution, and monitoring of supply chain activities at the country level.

**The Supply Chain Coordinator will:**

- Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems.
- Collaborate with the Deputy Director Finance to ensure that internal controls are met with minimum bureaucracy.
- Work with Field Office Supply Chain Staff and Field Managers/Senior Field Coordinator to ensure effectiveness, countrywide uniformity of Supply Chain structure and implementation of the IRC’s standard operating policies and procedures.
- Implement job and site-specific trainings to ensure that Supply Chain staff possess the knowledge and skills commensurate with their responsibilities.

**SPECIFIC DUTIES AND RESPONSIBILITIES:**

The Supply Chain Coordinator is an integral member of the country management team and reports directly to the Senior Field Management Coordinator. This position is responsible 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, inventory, construction management.

**Supply Chain Planning**

The Supply Chain Coordinator is responsible for supply chain activities planning. The role holder coordinates closely with internal and external stakeholders to develop supply chain plans to support program implementation. Supply chain plans include procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.

- Prepare consolidated annual procurement plans and develop country program sourcing strategy for all active and pipeline grants in collaboration with program Coordinators and Managers,
- Ensure that the program team develops distribution plan for supplies and assets of closed grants in the warehouses.
- Proactively Participate in the Project Cycle Meetings, including Project design, project planning, Project opening, project review, project close-out and project learning meetings to ensure that supply chain related issues are well articulated to all stakeholders and resolved for successful project delivery. Coordinate with supply chain field staff to ensure that there is sufficient space in the warehouses before sending program supplies to the field sites.
- Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.
- Ensure that supply chain department has sufficient staff and roles and responsibilities of each have clear job description.

**Procurement Management**

The Supply Chain Coordinator is accountable for developing country procurement strategies. The Supply Chain Coordinator owns, manages, and drives IRC in country procurement strategies, policies, and procedures. The position holder ensures all country program procurement needs are met on time in accordance with Global Supply Chain and donor standards

- Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.
- Ensure review and execution of procurement contracts in a timely way.
- Lead market surveys and analyses by collecting, organizing, and analyzing market data, share results with program team, Field Coordinators and Managers on a regular basis.
- Ensure the bidding process by developing and implementing the office sourcing strategy, managing the Master Agreements and RFQ/RFP Processes, and completing a purchase request process
- Develop negotiation strategies and manage negotiations for high spent categories
- Proactively engage with Programs, Suppliers, Partners, NGOs, logistics clusters and other stakeholders to ensure good coordination and adequate information sharing to address common concerns or risks affecting the market
- Organize procurement trainings sessions for procurement / tender committees in the field offices and non - supply chain staff if deemed necessary.
- Identifying fraud and corruption red flags and address them in a timely manner.
- Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
- Make sure the supply chain monthly and quarterly reports are analyzed and communicated to stakeholders, including key actions to be taken and submitted on time to the leadership team.
- Review of SC Key performance indicators (KPIs) and set improvement plans.
- Ensure all vendors’ history and performance Information, is properly documented and procurement transaction files and supplier files maintained in accordance with applicable Standard Operating Procedures (SOPs). Work with Field Offices Supply Chain staff and Field Managers/SFC and Managers to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures

**Inventory Management**

The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and to ensure excellent record keeping, in accordance with inventory standard operating procedures and controls as provided by Global Supply Chain. The Supply Chain Coordinator will:

- Ensure appropriate warehouse site selection, and Implementation of warehouse safety/security requirements
- Ensure effective handling of inventory, including drug storage, cold chain, buffer stock, contributions in kind (CIK) and food commodities
- Set up stock reorder levels as per the IRC standard operating procedures and donor requirements
- Implement the IRC inventory policies for all project Items including cycle count, investigate discrepancies and develop action plan to address them.
- Produce grants ending and year ending inventory report during each grant closing and end of fiscal year in timely manner.
- Coordinate inventory disposal procedures as per host government, IRC and donor rules and regulations

**Assets Management**

The Supply Chain Coordinator is responsible for the procurement, maintenance, safekeeping and record on all IRC country program assets and equipment. The Supply Chain Coordinator is responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors’ rules and regulations.

- Conduct Asset needs assessment
- Develop Assets maintenance plans as per IRC policies, including repairs tracking and insurance coverage process.
- Ensure spot-checks are done systematically on a quarterly basis, any discrepancies documented and reported; and action to address the root causes developed for all IRC assets, inventory, and equipment.
- Handle asset and property disposal, including auction management as per the IRC asset dis