Country: Iraq
Closing date: 31 Aug 2016
Program Background:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
Position Overview
The Supply Chain (SC) Manager reports to the SC Coordinator and is responsible for managing the Erbil Office Supply Chain department including, procurement, facility management, warehousing, asset management and transportation.
Primary Responsbilites:
Leadership & Capacity Building:
Directly manage Erbil-based SC staff ensuring planning and delivery of staff capacity building activities, compliance with national staff policy, including performance management programs and management of vacation planning and absences.
Collaborate and coordinate with Programs and Finance teams to ensure integrated and harmonized operational systems and support.
Identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all Supply Chain staff; revise job descriptions of existing staff to better meet business needs.
Provide feedback on Supply Chain Staff through regular performance evaluations.
Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
Take responsibility for discussing job expectations, performance, and objectives on an informal, quarterly basis with all staff.
Procurement/Assets/Fleet & Travel/Facility Management:
Participate in bidding processes, including RFQ/RFP development, evaluation, negotiations, and PO/service agreement/lease finalization.
Lead procurement of master agreements for large value goods/services.
Procurement management including pre-qualification of vendors, ATC processing, participation in relevant procurement committee meetings.
Preparation of Procurement Plans in coordination with programs.
Ensure periodic market surveys with committee to get update on pricing, availability of different items. Updating price and suppliers’ list on regular basis and sharing with program colleagues.
Maintenance and updating of vendors’ files (including contact information, addresss, available products/services, pricing).
Oversee facility maintenance for office and residential buildings.
Oversee assets and property management asset lists, asset registry, periodic inventory checks and reporting, and disposition.
Finalize donor reports for assets and inventory.
Oversee fleet management, driver schedules, vehicle usage reports, vehicle maintenance, and driver service agreements.
Supervise and facilitate air ticket and accomodations for visitors and staff.
Reporting/Budgeting:
Monitor Supply Chain sections of budgets and track expenditures on monthly basis. Follow up as necessary including timely information and budgetary comments regarding any realignment.
Review the Erbil office Procurement Request Tracking System (PRTS).
Ensure monthly Supply Chain reports are submitted. Review and follow up as necessary.
Updating Shared Program Cost (SPC) budgets to capture actual/planned expenses on quartery basis.
Compliance:
Ensure all Operational services are cost effective, efficient, and trasnparent.
Work with SC Coordinator and DDO in providing analysis of spending (unit costs, burn rates, delays).
Assess and provide recommendations on how to improve the quality and timeliness of SC services.
Review and spot check files related to supply chain services (vehicle, procurement, assets) to ensure they are complete and audit-ready.
Conduct customer surveys and put in place feedback mechanisms for internal (IRC staff) and external clients (vendors/contractors).
Ensure propoer file management and file retention of SC documents.
Implementation of IRC policies i.e. mobile, vehicle, housing, procurement, assets, admin etc. Provide revisions as required.
All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies.
Requirements
Degree in Supply Chain Management, Business Management or related field strongly preferred.
At least 3 years experience managing Supply Chain operations preferably within an iNGO setting.
Familiarity of IRC and donors (US government, European, UN) policies and regulations.
Strong organizational skills, ability to coordinate and manage a diverse array of responsibilities.
Ability to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements and problem solve.
Flexibility and proven team player with ability to cultivate and maintain good working relationships with colleagues and other organisations.
Ability to handle sensitive situations diplomatically with strong interpersonal and communication skills.
Demonstrated experience in mentoring / capacity building of staff and commitment to staff training and development.
Strong leadership qualities and willingness to exercise initiative. Ability to set example of leadership for staff in adherence to IRC management policies.
Computer skills: MS Office, Internet;
Fluency in spoken and written English and knowledge of local languages is essential.
How to apply:
How to apply
Qualified Candidates should submit Cover Letters with their CVs attached electronically to Iraqhr@rescue.org with indicating the position they are applying for in the subject of the email. And please submit your CV in English language.