International Rescue Committee (IRC) 
Supply Chain Manager – Hagadera
Sector:  Logistics 
Location: Kenya 
Employee Type: Regular 
Employee Category: Full Time

Job Purpose / Objective: The Supply Chain Manager will work under the supervision of the Field Coordinator and should be a strong team member who can assist in the continued development of the supply chain team and contribute to the further effective running of IRC activities in Dadaab Office.  

He will carry responsibilities for the integrity of the IRC’s supply chain system and will be part of the field management team. 
Supply chain must be able to rapidly response to the programs and operations needs, whilst ensuring best practices and maintaining audit-compliant records. 
Specific responsibilities include supervising the procurement process, warehousing process, assets management, vehicles and transport management and IT within the Dadaab office.

Key Responsibilities:

Administrative Role:

  • Manage all staff employed in the Supply Chain Department in Dadaab and assigning duties through Delegation, monitoring the performance and regularly evaluating staff directly supervised by him /her.
  • Make recommendations on training for all staff under his/her supervision.
  • Ensure there is an adequate and neatly organized filling system for procurement documents, Warehouse documents, transport and vehicles management and other logistical records.
Supply Chain Activities:
  •  To ensure all supply chain activities are carried out to a satisfactory standard.
  • To familiarize with the IRC supply chain Manual and comply with the policies outlined in the IRC Logistics Manual.
  • To complete required reports and submit monthly supply chain reports to the supply chain coordinator, Field Coordinator and management
Procurement of goods and services:
  • Directly supervise all staff involved in procurement in Dadaab office.
  • Receive and review all Purchase Request from Program and operations Staff in Dadaab
  • Ensure that procurements are done in accordance with IRC Policies and procedures, ensuring that the purchases of goods and services are appropriate in terms of quality and fair market price.
  • Ensure that all purchases are properly authorized in accordance with IRC Finance and supply chain policies and procedures.
  • Ensure that IRC procedures are followed in all spheres. Carry out staff orientation where necessary.
  • Ensure that up to date files for price guide / catalogs / products technical information to be used by the office for Budgetary and ordering purposes are maintained.
  • Review PRs, BA and Contracts/ PO prior to sending it to the FC for signature and ensure that a proper record for any procurement act is kept and inventory of used LPOs is maintained for future references.
  • Prepare weekly procurement reports and send to all programmes and departments
  • Ensure that all other procurement files are maintained
  • Coordinate closely with the Procurement / Supply Chain Department in Nairobi to ensure that program supplies purchased from Nairobi are in place in the field site.
  • Prepare and submit to the supply chain coordinator and FC a compiled and complete PR tracking sheet for all procurement activities in Dadaab on monthly basis.
  • Oversee the performance of the procurement committee and participate in its meetings
Transport and vehicles management:
  • Directly supervise the transport staff in Dadaab office
  • Provide the required technical support to all transport staff in the field site
  • Coordinate vehicle allocation and movement.
  • Ensure that log books are verified and signed.
  • Review and approve fuel vouchers.
  • Strictly monitor fuel utilization and vehicles efficiencies.
  • Monitor vehicle maintenance and ensure that the fleet is serviceable.
  • Review monthly vehicle reports outlining fuel usage and maintenance cost per vehicle
  • Verifies vehicle fuel payments prior to sending them for approval.
  • Analyses vehicle running costs & monthly report
  • Devise a vehicle tracking system, which ensures that the location of all vehicles is known at all time.
  • Ascertain and ensure adherence to IRC Transport and vehicle policy
Assets Management:
  • Directly Supervise staff involved in the assets management and records keeping
  • Ensure that an update asset register is maintained on a monthly basis.
  • Ensure that an updated assets inventory sheet is maintained on monthly basis.
  • Ensure that all IRC assets and equipment are well maintained
  • Ensure that all IRC premises are well maintained
  • Ensure that the movement of IRC assets is tracked and the necessary documentation is done when an asset changes its status.
  • Ensure that an up to date filing system for all assets maintained.
  • Review all monthly asset reports from all field sites
  • Recommend assets for disposal and ensure that the necessary paper work is prepared.
Warehousing management:
  • Directly supervise all Warehouse staff in Dadaab office.
  • Provide the required technical support to all warehouse staff
  • Ensure that all the ware houses are well maintained.
  • Ensure that updating stock records is done on a daily basis both on the prologs and stock cards
  • Ensure that all stores procedures are followed by all staff.
  • Ensure that there is Controlled access to all IRC stores and ensure that stores premises are secure
  • Ensure that the filing system for stores is well maintained.
  • Ensure that an efficient storage and inventory system is maintained.
  • Review monthly stock reports.
  • Ensure that all Supply Chain Policies and Procedures are followed and adhered to in all transactions.
  • Carry out periodic trainings reviews with all Supply Chain staff
  • Do a weekly spot checks in IRC DB warehouse and maintain a file for the spot check reports
Constructions and Maintenance:
  • Ensure  construction activities for IRC Dadaab are done according to BoQs and designs predetermined
  • Making sure that program construction materials as per the required specifications are received on site, kept safely and kept track
  • Ensure that contractors on site are supervised, report progress and contractor’s database maintained
  • Ensure IRC construction tools and equipments are tracked and maintain
  • Supervise and evaluate maintenance staff through delegation and monitoring
Administration
  • Directly supervise the Administration staff for IRC Dadaab
  • Ensure general office administration and housekeeping.
  • Ensure proper administration and maintenance of the guesthouse, staff cafeteria, visitors’ accommodation and bookings.
Safety and Security:
  • To ensure that staff operate in a safe and secure working environment work closely with the Field Security Officer.
  • Ensure that there are fully stocked First Aid Kits available in all IRC Vehicles, Offices, Warehouses, at all times.
Miscellaneous:
  • To attend meetings the weekly management meeting and other meeting when requested by the Field Coordinator.
  • Actively participate in all grant opening and closing meetings and prepare procurement plans
  • Work closely with UNHCR and other IP in Dadaab
  • To maintain confidentiality.
  • To continually strive to improve working methods, practices and working relationships within IRC DDB particularly in relation with host community participation.
  • To promote an atmosphere of co-operation and team spirit among IRC staff.
  • To carry out all duties responsibly and act in a professional manner at all times.
Reporting:

Provide to Supply chain Coordinator and direct supervisor the following reports:

Procurement reports:

  • Monthly Procurement report
  • Monthly PR tracking to Nairobi and Weekly PR status to the field management team
  • Cash forecast and Commitments report to Finance
  • Any other procurement reports required by Field Coordinator.
Transport Reports
  • Fuel Consumption report monthly to the Field Coordinator, UNHCR and Nairobi
  • Maintenance Cost report
  • Standard Monthly Vehicle report to the Field management team and Nairobi Supply chain team
  • vehicle insurance tracking sheet
  • Vehicles master sheet
  • Driving license tracking sheet
  • Any other Transport reports required by Field Coordinator or Supply Chain Coordinator
Warehouse
  • Warehouse Monthly inventory and asset report
  • Any other Warehouse reports required by Supply Chain Coordinator  or direct supervisor
Assets
  • Assets inventory report
  • Assets Monthly Report
  • Disposal plans
  • Any other Assets reports required by Supply Chain Coordinator or direct supervisor
Required Qualifications:
  • Bachelor degree in logistics or Business management or  another  relevant field
  • Management ability to lead, motivate and develop staff; and Committed team player
Required Experience & Competencies:
  • Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions;
  • Management ability to lead, motivate and develop staff;
  • Positive attitude with good sense of humor;
  • Committed team player;
  • Ability to live and work in a fairly isolated area and in conditions of limited comfort;
  • GOOD  computer skills (Word, Excel);
  • At least three year experience working as a logistician;
  • The following experience will all be advantageous: previous NGO work, work in Africa, experience in repairing/maintaining vehicles, communications (Codan HF, VHF).
Kenyan nationals are encouraged to apply.
International allowances are not available for this position. 
Salary and employee benefits are compliant to the Kenyan NGO Sector.

How to Apply

CLICK HERE to apply online


IRC leading the way from harm to home.

IRC is an Equal Opportunity Employer.

IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.
 
Disclaimer: Please take note that International Rescue Committee (IRC) does not ask for any fees in connection with its recruitment processes. In the event that you receive any request  for payment of any sort, please get in touch with us on Tel: +(254-020) 2727730, Email: IRCKenya@rescue.org or report to the nearest police.



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