Key Responsibilities

Under the direct supervision of the Field Coordinator, you will be responsible for the following:

Supply Chain Planning

Responsible for working closely with internal and external partners to make certain that effective planning and preparation are done. This includes;-

• Develop procurement plans for active grants, working together with program Coordinators/Managers and collaborators to support program implementation.
• Ensure program teams develop distribution plan for supplies and assets of closed grants in the warehouses.
• Coordinate with supply chain field staff to ensure that there is sufficient spaces in warehouses before sending program supplies to the field sites.
• Ensure that supply chain department is well staffed and roles and responsibilities of each have clear job description.
• Preparing procurement plans, warehousing plans, transport plans and distribution plans.
• Implementing all IRC procurement SOPs.
• Develop sourcing strategies and relationships with suppliers.
• Supervise supply market and conduct market surveys & analysis.

Procurement

• Perform Market Analyses by collecting, organizing and analyzing market data and financial reports.
• Develop and regularly review Grant(s) procurement and distribution plans; ensuring resolution of all related issues collaborating with programs unit leadership.
• Develop and implement category sourcing strategy.
• Handle Negotiations with suppliers.
• Guide in bidding process by developing and issuing request for proposals (RFP) and completing a purchase request process.
• Nurture relationships with suppliers, and program staff.
• Prepare, review and implement Procurement contracts, including Master Agreements (MPA, MSA) for purchases.
• Prepare and submit timely and accurate supply chain report(s) to advise in decision-making process.

Inventory, warehousing and Assets Management

• Inventory control, including drug storage, Cold chain, buffer stock, contributions in kind stock (CIK) and food commodities.
• Implement the IRC inventory policies with regard to all project items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.
• Develop and ensure material distribution plans and up-to-date and being adhered to.
• Coordinate inventory disposal procedures.
• Placement of the assets maintenance plans as per IRC policies, including repairs and insurance coverage process.
• Conduct Asset Needs Assessment.
• Handle asset and property disposal, and auction management.
• Ensure that grant inventory and asset report is accurate, regularly produced, reviewed, and approved before the Grant closing date.

Logistics and Fleet Operations

• Develop country specific fleet management policies that are consistent with Country department of transport requirements.
• Dissemination and adherence of the vehicle safety policies by all vehicle users.
• Conduct transport need assessments.
• Develop and supervise fleet movement plans, vehicle repairs, drivers’ assignment, vehicle safety, and fuel consumption.
• Develop vehicle management cost analysis.
• The fleet legal status (customs clearance, registration, licenses, insurance) are up to date.
• Regular issuance, review, and usage of vehicle monthly reports to advise strategic decision-making process.

Compliance

• Identify, document and timely report any IRC procurement deviations following the mechanism in place for appropriate follow up.
• Ensure all staff (international and national) are familiar and comply fully with policies.
• Implement and sustain segregation duties in procurement and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by country offices.
• Develop and support implementation of improvement plans.
• Promptly Advise the Deputy Director for Operations and/or County Director any areas of concern or potential or suspected policy violations.
• Provide constructive support to other functions to ensure effective, compliance to policies & procedures.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan).

Staff Management and Development

• Support in recruitment through the effective utilization of the competency matrix.
• Ensure each team members’ objectives are set following the organization’s vision as well as operations context(s).
• Provide face to face and remote orientation to newly hired department staff, in designated countries.
• Assess staff competency and training gaps and develop appropriate intervention programmes.
• Deliver Training and Professional development programmes.
• Coordinate training and maintain training records.

Technical Management & Systems.

• Take part in the development and implementation of ERP, BvA and other Supply Chain systems and, when vital, SC standard Operating Procedures.

Pharmaceutical Supply Chain [Optional]

• In collaboration with the health team, ensure forecasts and supply planning for pharmaceutical supply are created for all health projects by project start date.
• With the guidance and support from global pharma leadership develop a supply strategy for the supply of pharmaceuticals (global, regional, national) including freight.
• Ensure the IRC standard pharmaceutical inventory tracking tool is in place and accurately maintained in each location.
• Ensure the implementation of IRC pharmaceutical quality assurance policy, associated SOPs, and procedures for Cold Chain standard process in the warehouse and local transport.
• Ensure adequate drugs management and transportation tool and materials are available for the effective management of drugs.

Internal and/or external contacts:

Internal: Regular relationships with regional and country Supply Chain staff at all levels, Deputy Director of Operations and Project Coordinators/Mangers. Actively participate in global and regional supply chain, conferences, and leading sessions as the need arises.

External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.

Minimum Qualifications:

• Bachelor’s degree or equivalent experience in purchasing, supplies, and management is required.
• Professional certification in supply chain management and/or emergency response management strongly preferred.
• A CIPS Graduate Diploma will be an added advantage.
• Member of Kenya Institute of Supplies management KISM.
• At least six years’ experience in a busy supply Chain/warehousing context preferably INGO environment.
• Digital literacy (Word, Excel, HF and VHF radios etc).
• Strong ERP roll out and leadership skills.
• Ability to develop and roll out supply chain policy and SOPs.
• Clear training and mentoring skills.
• Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines.