Supply Chain Coordinator
ABOUT THE IRC
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 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. There are 5 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.
IRC is offering a robust humanitarian response to the Syria crisis. With an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 2,000 staff and workers in the region, IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, and livelihoods programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.
Supply Chain Coordinator is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and support function ns necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities for the Syria Country Program. He/she is also responsible for maintaining and increasing performance quality throughout the Supply Chain team in Amman based and inside Syria in collaboration with Area Coordinator and respective field management team members.
Supply Chain General Management
- Ensure timely, responsive and provide oversight to Supply chain department to ensure it is compliant with applicable policies, procedures and regulations.
- In liaison with Area Coordinator, oversee compliance in the field and attend any performance issues observed or reported in order to ensure correction measures are set and implemented.
- As part of contracts management, monitor utilization in terms of meeting terms and conditions in addition to vendor performance to ensure satisfactory service delivery and achieving value for money.
- Provide technical oversight and support to field management for field facilities, asset and inventory control in line with policies and procedures and to meet program needs.
- Disseminate IRC Supply chain policies and procedures to ensure staff awareness is adequate and are in complaint and meeting the requirements. Furthermore, and in liaison with Area Coordinator, work actively with field management to ensure consistency whilst implementing IRC standard operating policies and procedures.
- Collaborate with the Finance department to ensure that internal controls are met and ensure operations efficiency.
- Proactively engage with field management to support staff on enhancing the know-how and utilize supply chain tools to design and implement quality programming.
- Proactively engage with Partnership department to stay up-to date on partnership development and engagement plans. Ensure adequate capacity dedicated for partnership and mobilize resources for PAA activities, Supply chain on-job support, capacity building initiatives and performance reviews as deemed necessary.
Supply Chain Planning
The Supply Chain Coordinator is responsible for supply chain activities planning and developing supply chain plans to support program implementation and coordinate closely with internal and external stakeholders. Supply chain planning includes; procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.
- Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers and Area Coordinator.
- Ensure that program team develop distribution plan for supplies and assets, and have attention to items with closed grants in the warehouses in the field.
- Coordinate with field management and guide the supply chain field staff on ensuring that there is sufficient spaces in the warehouses before sending program supplies to the IRC field sites or partnership designated locations inside Syria.
- Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.
- Ensure that supply chain department is has adequate staffing and roles and responsibilities area realistic and clearly incorporated in job descriptions.
The Supply Chain Coordinator owns, manages and drives IRC in country procurement strategies, policies and procedures, the supply Chain Coordinator ensures all country program procurement needs are met on time in accordance with GSC standards.
- Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.
- Ensure review and execution of procurement contracts in timely fashion
- Ensure Implementation of GSC SOPs in both Amman Based and inside Syria offices.
- Make sure supply chain monthly and quarterly reports submitted on time to DDO and RSCD.
- Organize procurement trainings sessions for procurement / tender committees in Amman based and non – supply chain staff if deemed necessary.
- Review procurement documents before payments.
- Ensure all Suppliers/service providers Information, history and performance are filed and kept confidentially in all offices.
- Ensue supply chain staff assigned conduct Market Survey and analysis quarterly and shared with extended.
- Identifying fraud and corruption red flags and address to direct manager and / or through IRC reporting mechanisms on timely manner.
- Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
- Work with Area coordinator and respective field management to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures
The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation for the country program and ensure that their excellent records keeping, Impalement inventory standard operating procedures and control as provided by GSC.
- Ensure Implementing IRC inventory policies in all IRC Syria CP offices / locations.
- Produce grants ending and year ending inventory report in timely manner.
- In liaison with Area Coordinator monitor and check warehouses/stores safety is IRC standard through supply chain assessment tool.
The Supply Chain Coordinator is responsible for the procurement, maintenance, safe keeping and record or all IRC country program assets and equipment. The Supply Chain Coordinator is responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors rules and regulations.
- Ensure the Implementation of IRC Asset policies in all IRC Syria CP offices / locations.
- Asset maintenance and tracking
- Disposal process
- Ensure spot-checks are done systematically, documented and reported for all IRC assets, inventory and equipment at least once in the year.
Vehicles & Transport Management
The Supply Chain Coordinator is responsible for overseeing all IRC country fleet (if any) and transportation activities inside Syria, ensure that all IRC fleet operations are conducted with adherence to IRC vehicles policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy.
- Ensure all IRC vehicles (if any) or vehicles of utilized service providers inside Syria are in good condition and well maintained
- Where applicable and IRC fleet is available, to ensure local fleet management policy is implemented and followed by all in all IRC Syria offices / locations.
- Review regularly fuel consumption management for both IRC vehicles (if any) or the contracted transport service providers that are allocated to programs.
- Review vehicle and transport services monthly reports and provide necessary support to the supply chain staff inside Syria.
Compliance and Ethics
The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain process, implement strong procurement controls, identify procurement red flags, implement internal and external audit corrective action plans and ensure all supply chain activities are conducted in ethical manners.
Learning and Development:
The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assess training needs, develop training plans for supply chain staff.
Supply Chain Coordinator Competencies matrix:
The Supply Chain Coordinator must ensure that all tasks are preformed to standards. The Supply Chain Coordinator is accountable for the competencies matrix implementation and accountable for its tasks and requirements.
Key Working Relationships:
Position Direct Reports to: Deputy Director for Operations
Position indirect (Technical) Reports to: Regional Supply Chain Director
Position directly supervises (Amman Based): Procurement staff and Logistics Staff
Other Internal and/or external contacts:**
Internal:* Regular relationships with HQ, regional and country Supply Chain staff at all levels, Deputy Director of Operations, Country Directors, and Interacts with IRC Program departments
External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.
· Advanced Degree, minimum 5 years of progressive Supply Chain professional experience or equivalent education and experience.
· Exposure to Humanitarian supply chain and experience with and INGO is an asset.
· Demonstrated success as a Supply Chain leader across all disciplines within supply chain including planning, procurement and logistics
· Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, fleet and Transport management, inventory, property and asset management
· Familiarity of donors (US government, European, UN) policies and regulations is an asset.
· Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units
· Strong leadership qualities and willingness to exercise initiative. Ability to set an example of leadership for staff in adhering to IRC management policies.
· Demonstrated experience of remote management including but not limited to the provision of technical support and the delivery of staff training on a remote basis.
· Ability to handle sensitive situations diplomatically with strong interpersonal and communication skills.
· Able to work effectively in a highly matrixed structure
· Strong financial management and budgeting skills
· Excellent training and coaching ability
· Fluency in English required, and fluency in Arabic is a preference.
· Ability to travel to remote field offices.
· Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint.
Standards of Professional Conduct
The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.
IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
Attention Returning National Candidates
IRC strives to attract, motivate and retain qualified national staff in our programs. We strongly encourage national or returning national candidates to apply for this position. If you are a national of the country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply.
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, disability or any other characteristic protected by applicable law.
Only applicants who apply through the link will be considered :