Supply Chain Coordinator
BACKGROUND: Founded in 1933, the International Rescue Committee (IRC) is a leading international organization working in relief, rehabilitation, protection, post-conflict development, resettlement services and advocacy for those affected by the world’s worst humanitarian crises. At work today in over 40 countries and 22 U.S. cities, the IRC restores safety, dignity and hope to millions who are uprooted and struggling to endure.
Working in coordination with the humanitarian community and the Government of Jordan, the IRC’s assistance programs for Syrian refugees in Jordan include both camp-based and urban-based refugee assistance. IRC is currently addressing the needs of war-affected Syrians from several operational bases in the region. The IRC’s activities in the region focus primarily on the supply of vital medications and medical supplies, non-food items, water and sanitation and child protection and form part of an over-arching humanitarian response in Jordan, Lebanon, Turkey, Iraq to assist refugees, IDPs and conflict-affected Syrians survive conflict and displacement.
Supply Chain Coordinator 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. The Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities at the country level. S/He is also responsible for maintaining and increasing performance quality throughout the Supply Chain team in Amman and at Mafraq in coordination with the Sr.Field Manager based in Mafraq
1. 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 ,training plans and improvement plans.
- Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.
- Ensure the development of an annual sourcing strategy based on the consolidated Supply Chain procurement plans.
- Ensure that program team develop distribution plan for supplies and assets of closed grants in the warehouses.
- Coordinate with supply chain field staff ensuring that there is 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 supply chain department is well staffed and roles and responsibilities of each have clear job description.
- Responsible for the development and implementation of supply chain improvement plans for identified gaps and challenges in supply chain practices to enhance the overall performance on the supply chain department deliverables versus the set key performance indicators.
2. Procurement Management
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 all country program offices.
- Make sure supply chain monthly and quarterly reports submitted on time
- Organize procurement trainings sessions for procurement / tender committees in the main & field offices and non – supply chain staff if deemed necessary.
- Review procurement documents before payments for selected transactions.
- Ensure proper filing of all procurement transactions and contracts.
- Ensure all Suppliers/service providers Information, history and performance are filed and kept confidentially in all offices.
- Ensue supply chain officers’ conduct Market Survey and analysis quarterly and shared with program team and field Coordinators/ Managers.
- Identifying fraud and corruption red flags and address 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 Field Offices Supply Chain staff and Field Coordinator / Managers to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures
3. Inventory Management
The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and ensure that there excellent records keeping, Impalement inventory standard operating procedures and control as provided by GSC.
- Ensure Implementing IRC inventory policies (including pharmaceuticals and cold chain) in all IRC offices/warehouses/stores under the Jordan Country Program
- Ensure that cycle counts, grants ending and year ending inventory reports are produced in timely manner.
- Ensure that discrepancies are reported and resolved with proper actions and documentation.
- Visit field offices at least once per month and check warehouses/stores physical condition and safety is per IRC standards through supply chain assessment tool.
4. Assets Management
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 offices under the Jordan Country Program
- 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.
5. 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, impalement internal and external audit corrective action plans and ensure all supply chain activities are conducted in ethical manners.
6. 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. Develop and deliver supply chain trainings for non-supply chain staff as needed.
Supply Chain Coordinator Competencies matrix:
The Supply Chain Coordinator competency matrix is the main supportive document to this job description that details all required skills, tasks and the accountability levels. 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 Reports to: Deputy Director for Operations, and to Regional Supply Chain Director
Position directly supervises: Procurement Manager, Sr.Assets & Inventory Officer
Other Internal and/or external contacts:
Internal: Regular relationships with HQ, regional and country Supply Chain staff at all levels, Deputy Director of Programs, 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.
· Demonstrated success as a Supply Chain leader across all disciplines within supply chain including planning, procurement and logistics
· Strong knowledge of key institutional donors’ requirements (USAID, EU, BPRM, SIDA, ECHO, etc..)
· Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management
· Strong collaborator and influencer with effective interpersonal and analytical skills who is able to 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
· Fluency in English and Arabic is required, spoken proficiency in French is a plus.
· Ability to travel to remote field offices.
Only Applicants who apply through the link will be considered :