Supply Chain Coordinator

The Supply Chain Coordinator is responsible for the design, planning, execution, and monitoring of supply chain activities at the country level to ensure effective program implementation. This role involves managing procurement, inventory, construction, asset management, fleet operations, compliance, and staff development in line with IRC and donor regulations.

Responsibilities

• 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.
• Manage and deliver effective Supply Chain support throughout the country program in compliance with IRC and donor regulations.
• Develop supply chain plans including procurement, warehousing, transport, staffing, distribution, and training plans.
• Prepare consolidated annual procurement plans and develop country program sourcing strategy for all active and pipeline grants.
• Ensure program team develops distribution plan for supplies and assets of closed grants in warehouses.
• Participate in Project Cycle Meetings to ensure supply chain issues are addressed.
• Coordinate with supply chain field staff to ensure sufficient warehouse space before sending supplies to field sites.
• Develop supply chain staff training and capacity building plans and incorporate into budgets.
• Ensure supply chain department is sufficiently staffed with clear job descriptions.
• Develop country procurement strategies and ensure compliance with IRC and donor policies.
• Review and execute procurement contracts timely.
• Lead market surveys and analyses and share results with program teams.
• Manage bidding process including sourcing strategy, Master Agreements, RFQ/RFP processes, and purchase requests.
• Develop negotiation strategies and manage negotiations for high spend categories.
• Engage with Programs, Suppliers, Partners, NGOs, logistics clusters and other stakeholders for coordination and information sharing.
• Organize procurement training sessions for procurement/tender committees and non-supply chain staff.
• Identify and address fraud and corruption red flags.
• Establish lead-times for procurement and delivery of goods.
• Analyze and communicate supply chain reports and KPIs to stakeholders and leadership.
• Maintain vendor history and procurement transaction files according to SOPs.
• Manage and control inventory and warehouse operations ensuring excellent record keeping.
• Ensure warehouse site selection and safety/security requirements implementation.
• Handle inventory including drug storage, cold chain, buffer stock, contributions in kind, and food commodities.
• Set stock reorder levels per IRC SOPs and donor requirements.
• Implement inventory policies including cycle counts and discrepancy investigations.
• Produce grants ending and year ending inventory reports timely.
• Coordinate inventory disposal procedures per regulations.
• Manage procurement, maintenance, safekeeping and record keeping of all IRC country program assets and equipment.
• Conduct asset needs assessments and develop maintenance plans.
• Ensure systematic spot-checks and address discrepancies.
• Handle asset and property disposal including auction management.
• Ensure accurate grant inventory and asset reports before grant closing.
• Oversee and coordinate fleet transportation and logistics activities ensuring adherence to IRC policies.
• Implement IRC global Fleet Management policies and develop country-specific policies as needed.
• Ensure legal status of vehicles is up to date.
• Conduct transport needs assessments and develop fleet movement plans.
• Analyze fleet spending and produce reports for strategic decisions.
• Issue and review vehicle monthly reports.
• Identify and manage supply chain compliance risks and implement procurement controls.
• Develop and implement mitigation plans for supply chain risks including audit corrective actions.
• Ensure segregation of duties in procurement and related functions.
• Develop and support post-audit corrective action plans.
• Maintain updated donor guidelines and IRC standards for assets and equipment.
• Finalize procurement plans for all grants and ensure timely donor reporting.
• Lead recruitment, supervision, and development of supply chain staff.
• Set objectives and assess competency and training needs of staff.
• Provide feedback and manage staff discipline.
• Coordinate training and maintain training records.
• Develop long term leadership and succession plans.
• Collaborate with health team for pharmaceutical supply forecasts and supply planning.
• Develop pharmaceutical supply strategy and ensure quality assurance and cold chain best practices.
• Supervise construction consultants and engineers and ensure timely procurement and compliance with technical requirements.
• Ensure compliance with IRC safety policies in construction.
• Develop and update construction trackers.

Requirements

• Master’s Degree in Procurement and Logistics or relevant field required.
• Advanced professional certification in supply chain management and/or emergency response management are strongly preferred.
• 8 years of progressive Supply Chain professional experience, with 3 years at a similar level of responsibility.
• Experience working in an ERP environment.
• Experience with Data Analysis.
• Demonstrated ability to develop and roll-out supply chain policy and SOPs.
• Clear training and mentoring ability.
• Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines.
• Minimum of 5 years of progressive people management/leadership experience, including direct supervision of multi-disciplinary and/or geographically dispersed teams.
• Demonstrated experience leading and managing teams in a complex, matrixed, or emergency response environment, including staff recruitment, performance management, and capacity building.
• Strong leadership and people management skills, with a proven ability to lead, motivate, and hold accountable multi-disciplinary teams across multiple field locations.
• Proven change management skills, including the ability to build staff capacity and support succession planning within the Supply Chain function.
• A high degree of flexibility and ability to work under sometimes acute hardship conditions against tight deadlines.
• Strong computer and communication equipment skills, including in Microsoft Office applications.
• Strong collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across countries, cultures, and organizational units.
• Able to work effectively in a highly matrixed structure.
• Strong financial management and budgeting skills.
• Excellent training and coaching ability.
• Ability to travel to remote field offices.
• Fluency in English is required.

Skills

• Supply Chain Management
• Procurement
• Logistics Management
• Emergency Response
• ERP Systems
• Data Analysis
• Supply Chain Policy Development
• Standard Operating Procedures Implementation
• Training and Mentoring
• Donor Compliance
• People Management
• Team Leadership
• Staff Recruitment
• Performance Management
• Capacity Building
• Change Management
• Succession Planning
• Finance Management
• Budgeting
• Microsoft Office Suite

Languages

English