Supply Chain Manager

The Supply Chain Manager is responsible for the efficient coordination and management of all procurement functions for IRC’s office in Juba. The role includes standardizing procurement policies and practices across field sites and providing technical support to field-based procurement staff.

Responsibilities

• Assist in the development of in-country Procurement policies and procedures in compliance with the IRC standards & reviewed/approved by the Supply Chain Coordinator /CD.
• Monitor the policies and procedures to ensure that they are kept updated and relevant to the in-country situation and IRC programming requirements.
• Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Supply Chain Coordinator/ Senior Supply Chain Manager.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Promptly inform the Supply Chain Coordinator/ Senior Supply Chain Manager of any areas of concern of potential or suspected violations of policies and procedures.
• Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.
• Ensure that issues of compliance are standardized across all field sites.
• Responsible for creation and management of list of Authorized Suppliers, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff.
• Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers.
• Manage Contracted and Authorized Suppliers in terms of quality, delivery time, value for money, etc.
• Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money.
• Focal point for all international procurement conducted through the New York.
• Prepare Requests for Proposal and manage contract/tender processes.
• Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible.
• Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy.
• Prepare monthly Close out Check list coordinating with finance and share with the Supply Chain Coordinator for review.
• Coordinate with Program Managers on Purchase Request Tracking report and consolidate all Purchase Request Tracking from Country field office reports. Share report with Supply Chain coordinator/ Senior Supply Chain Officer and other internal departments as required.
• Analyse Purchase Request / Item Forecast Tracking to ensure that all procurement is carried out efficiently and in a timely manner.
• Prepare Finance-related reports such as Cash Projections and BvAs/Integra.
• Ensure that all Procurement Plans are developed for each grant and updated.
• Organize Procurement trainings for both program and operations staff on a regular basis.
• Develop and maintain an effective orientation package and ensures that new staff members are appropriately orientated on Procurement policies and procedures in a timely manner.
• Ensure that Procurement department maintains cooperative relations with other departments and interacts with them in a positive manner.
• Identify training needs for Procurement staff and make recommendations to the Supply Chain Coordinator/ Senior Supply Chain Manager.
• Set clear performance objectives for staff you supervise and ensure that they are understood.
• Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met.
• Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures.
• Ensure that staff annual leave is tracked and planned in advance and that there is sustainable coverage and backup for all staff going on leave.
• Review and approve/endorse timesheets of your staff on a monthly basis and travel and leave requests when the requests are made.

Requirements

• At least bachelor’s degree in supply chain management, Masters is an added advantage.
• Experience in administration and management, with not less than five years as Procurement Manager or similar position, three years of which must have been spent working with an international NGO.
• Ability to write narrative and analytical spread sheet reports.
• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required.
• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously.
• Ability to work under pressure and to meet deadlines.
• Spoken and written fluency in English desired.
• Willingness to put in extra hours in emergencies.
• Willingness to travel to the field.
• Systems oriented individual.
• Good team player.

Skills

• Supply Chain Management
• Procurement Management
• Administrative Management
• Report Writing
• Spreadsheet Reporting
• MS Word
• MS Excel
• MS Access
• Task Prioritization
• Multitasking
• Deadline Management
• Procurement Policy Standardization
• Technical Support
• Field Procurement
• Systems Orientation

Languages

English