Supply Chain Co-ordinator
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Supply Chain Co-ordinator
Sector: Supply Chain
Location: Kenya
Employee Type: Regular
Employee Category: Full Time
Objectives:
As part of the Country Operations functions, the Supply Chain (SC) department led by the Supply Chain Coordinator (SCC), works towards the Country Program Quality Improvement Plans of Customer Service, Decentralization and Compliance.
Summary of Responsibilities:
Reporting to the Deputy Director, Operations (DDO), the Supply Chain Coordinator is ultimately responsible to ensure all the field offices (Nairobi, Kakuma, Dadaab, Urban PIK and Lodwar) have sound logistics, procurement and administrative management including Asset, Fleet and Supply Chain management.
The Supply chain Coordinator will directly manage and supervise the team in the Nairobi Office.
Major Responsibilities
Compliance:
SC polices and procedures are in compliance with applicable IRC, funding source and government policies, procedures and requirements.
All locations and staff act in accordance with the policies. DDO is promptly informed of any areas of concern or potential or suspected violations.
Presence of documented in-country policies as required by IRC to support effective logistics services.
In-country logistics polices and procedures are developed/documented in compliance with the IRC standards & are reviewed / approved by Country Director.
Compliance with policies is documented through systematic and random verifications of policy implementation and logistics records, based on a schedule agreed with DDO.
Compliance checks are documented in a monthly Logistics report submitted to DDO.
Consistent and constructive support to other departments to ensure effective, compliant polices & procedures.
Related operating policies and procedures are compliant.
SC effectively communicates all relevant compliance issues during program design / development and Grant Opening & Closing Meetings, or as encountered.Training & Outreach:
The SCC proactively develops the skills of SC staff to understand and utilize logistics management tools to design and implement quality programming. The SCC proactively provides orientation to non-logistics staff to optimize support effectiveness.
Logistics workshops schedule and plan for all staff and units is developed and documented.
Every field office receives (minimum) one visit from the SCC every four months. Each field visit includes at least one day of formal training, reflected in the plan.
Main office training plan to appropriately target all departments and staff levels on a four-monthly basis.
SCC develops and maintains an effective orientation package, and ensures that new staff members are appropriately orientated in a timely manner.
SCC ensures that the logistics department maintains cooperative relations with other departments, and interacts with them in positive manner.
SCC actively participates in regularly scheduled meetings to enhance and develop integrated operations support to program activities.Staff Management:
Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.
SC department is structured according to a current and approved organizational chart and set of JDs which clearly define the functions and responsibilities of each position.
SCC mentors and works with senior Logistics staff to develop technical and managerial skills to assume greater responsibility.
Constructive semi-annual and annual performance reviews, including capacity development plans, are prepared for and discussed with each direct report.
All SC staff have performance objectives established and reviewed in a timely and constructive manner in accordance with policy.
SCC promotes a positive work environment in the department, including transparent decision-making through open communication and regular departmental meetings (at minimum) every two weeks.
Ensure senior staff has the capacity to effectively manage the SC function during SCC planned or unplanned absence.Technical Management & Systems:
Effective SC management systems support the design and implementation of quality programming without compromising compliance.
Procurement plans are developed and maintained, in collaboration with program staff for major grants.
PR lead times are minimized as demonstrated by the PR tracking and average procurement times.
Country Office has established, and maintains an approved authorized supplier list which facilitates procurement.
Country Office has established contracted suppliers, as appropriate, for frequently purchased items and services (travel).
Procurement files are completed and maintained in accordance with IRC Policy.
An asset replacement plan is developed, maintained and used as input to new budgets
Asset records are maintained in accordance with IRC procedures and regular spot check confirms the completeness and accuracy of the records.
Property and assets are safeguarded through consistent implementation of access control and security protocols.
Essential systems are routinely backed up as required to support regular operations and to facilitate emergency relocation.
Coordination, communication with Logistics and other stakeholders:
Attend and participate in the Logistics cluster meetings with UN and NGOs and get use of the information and lessons learned.
Coordinate with NGOs who operate in Nairobi, Lodwar, Kakuma and Dadaab in any supply chain related issues.Professional Standards
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.
Requirements
Bachelors Degree required; Masters Degree in a related field preferred or relevant field experience; Logistics and supply chain management is a plus.
At least three years of oversees experience (ideally in Africa), preferably in post-conflict/development work with management and supervisory responsibilities in logistics;
Experience with security policy and management;
Excellent organizational and analytical skills;
Experience with remote technical management of field and satellite offices;
Systems and process oriented - ability to design, implement and train;
Strong communication, interpersonal and diplomatic skills when in contact with the staff, and representatives of other national and international organizations;
Experience with training and developing national staff;
Ability to work well under potentially unstable security environments, and administrative and programmatic pressures.
Must demonstrate flexibility, and ability to readily adapt to changing requirements and environments;
Experience in training and capacity building;
Team builder, sense of humor, excellent interpersonal skills and the ability to resolve disputes and conflict;
Excellent English oral and written skills a must.
Kenyan nationals are encouraged to apply.How to Apply
See; Supply Chain Co-ordinator to apply online, by 30th July 2015.
