The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 40 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Position Overview:

Roving Supply Chain Manager is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and support functions necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property, and asset management as well as vehicle and fleet management.

Overall Objectives of the position:

The Roving Supply Chain Manger will be responsible for practical programmatic compliance, in liaison with programmes, finance, Supply Chain and HR departments. He is responsible to ensure current systems of control Supply Chain rule and procedure are in place to the compliant of IRC and donor compliance for the physical year and going forward. He will also be responsible for collaboration with the relevant programme, Supply Chain, and finance staff in Procurement planning to ensure donor compliance.

Current main donors include BHA, OCHA, UNHCR, BPRM, ECHO and USAID and many other emergency response foundations. Ensure that the program team develop distribution plan for supplies and assets of closed grants in the warehouses.

• Ensure all IRC Supply Chain policies (SOP’s) and Donor Rules and Regulations are complied
  Closely work with field SCM to support and ensure all the warehouse SOPs are implemented. in the FO.
• Provide technical support to all departments in relation to Supply Chain and donor compliance issues.
• Conduct monitoring/support visits to field locations meeting with the various department staff and providing refresher training on warehouse and inventory management SOP’s and donor compliance issues as necessary – on these visits observe IRC/Donor compliance on Visibility.
• Ensure that beneficiary targeting, selection and distributions are well documented and managed with appropriate files and summary of all distributions during the project period.
• Check a sample transaction monthly to ensure donor compliance – typically emergency materials, EH and assets and other program materials etc.
• Regular spot check and examine against all the warehouse documentation.
• Training of relevant staff on the area of revised SOP’s (If there) , and donor compliance – specifically on what is required of them on a daily basis; what needs to be checked and what can be done to assist in improvements going-forward.
• Develop checklists for SC warehouse key performance indicator to demonstrate that all Donor and IRC compliance requirements are being met.
• Support and follow up the FO team during producing accurate warehouse report.
• Ensure transaction and supplier file shall be maintained in standard at all field office.
• Monitor vehicle fuel consumption and identify innovative ways to reduce fuel consumption.
• Review monthly SC report and work with field and CP SCM
• Ensure collaboration work with Finance, program, and field SC team to utilize inventory for those bulk program materials on hand.
• Closely follow-up each field office has to date materials release approval signatory.

2. Warehouse Planning

Working closely with SC Manager (Asset and warehouse) and AA and field SC warehouse team and other internal and external partners, you will effectively plan and support program implementation by:

• Collecting, organizing, and analyzing warehouse data weekly updates, monthly reports and Asset movements and shipment updates to enable effective procurement planning.
• Preparing and implementing procurement plans following related IRC Inventory and Asset Standard Operating Procedures (SOPs)
• Monitor the overall warehouse management practice in AA and Field offices.
• Coordinate with supply chain field staff ensuring that there are sufficient spaces in the warehouses before sending program supplies to the field sites.
• Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.
• Ensure that the supply chain department is well staffed and that the roles and responsibilities of each have clear job descriptions.

3. Inventory Management:

Responsible for implementing inventory utilization plan and strategy and ensuring all inventory utilization plan are implemented on time in line with IRC and donors’ standards, the role holder will:

• Support the development of material specifications.
• Ensure delivery report is issued for on timely manner.
• All inventories are stored in a good place and enough storage equipment are in the warehouse.
• Shipment documentations are properly used, and necessary warehouse procedures are implemented.
• Ensure that Materials are only released from warehouse after getting the approval.
• All programmatic returned materials are properly handled.
• Review procurement documents for accuracy before delivery and direct shipment.
• Collaborating with all SC, warehouse, asset, procurement, and Fos to ensure smooth warehouse management process.

4. Modify and implement controls in any areas of weakness including up on approval

• Training of relevant staff in Supply Chain SOP’s & polices and donor compliance – specifically on what is required of them daily; what needs to be checked and what can be done to assist in improvements going-forward.
• Ensure an appropriate documentation management system for Supply chain is in place to meet the requirements of Donor audits (improve as necessary).
• Devise checklists for Department Heads to demonstrate that all Donor compliance requirements are being met especially related to inventory utilization and warehouse management.
• Make sure the segregation of duty in the warehouse team is in place.

5. Warehouse management, monitoring, and reporting.

• Ensures that IRC SC policies, procedures, and guidelines relating to warehouse and inventory managements are adhered to, as the requirements are the same as for IRC.
• Ensure all warehouse/inventory transaction documentation files are maintained in line with IRC Logistics, Finance and HR policies and procedures.
• Ensure the warehouse management is according to the IRC policies and procedures.
• Prepare monthly shipment report for the country office with collaboration of AA and field SC managers.
• Support on estimation of loading capacity to any ongoing shipments
• Develop check list to identify improvement area in SC warehouse management.
• Make sure that there is standard warehouse work implementation in Fos.
• Support on compiling weekly inspection schedules.
• Compile weekly shipment plans.

Key Working Relationships:

• Position Reports to Deputy Director for supply chain/ Supply chain Manager
• The position directly supervises Supply chain procurement staff.

Qualifications

• Degree in logistics, Supply chain management, Accounting, or any other relevant field of study.
• Excellent written and spoken English.
• Minimum of 4 years of working experience of USAID/OFDA/UNHCR/OCHA grants in addition to excellent communication and organizational skills, ability to determine priorities and attention to detail a must. Ability to deal with professional people from programs, operations, and finance backgrounds.
• High-level skills in Word and Excel. Skills in PowerPoint and other applications is an advantage.
• Ability to analyses and synthesis a variety of material in a fast-paced environment.
• Ability to work on their own, a self-starter with high energy levels and the capability to work within a multi-cultural team.
• Field experiences a must.
• Willingness to travel to field sites for 65% his/her time.