IRC Supply Chain Officer - Procurement Jobs in Uganda

IRC Supply Chain Officer - Procurement Jobs in Uganda



Job Overview:

Reporting to Senior Supply Chain Manager, The Supply Chain officer holds the primary responsibility of carrying out various supply chain monitoring and coordination functions including warehousing, Asset management, procurement, logistics/ transport, and maintenance reporting any incidents that may arise immediately to the senior supply chain Manager.

Duties and Responsibilities

Procurement:

  • The implementation and or maintenance of standard IRC procurement policies and procedures.

  • Under the guidance of the Senior Supply Chain Manager, ensures that procurement is carried out in accordance with IRC and donor-specific polices.

  • With guidance from the Senior Supply Chain Manager, follow all IRC and donor purchasing procedures and regulations, ensuring all PRs are correctly filled in with all the required information.

  • Ensure all procurements are fully and accurately documented which leads to easy tracing of procurement records.

  • Continuously inform the program staff of the progress and constraints in the procurement process and develop solutions in consultation with the Program Coordinator.

  • Ensuring that all procurement is done at the best value possible, while maintaining the quality of the product.

  • Ensure procurement is done in the most transparent and cost-effective way possible.

  • Ensure all procurement activities are fully and transparently documented through PRs, POs, RFQs, Comparative Statements, Bid Analysis, Invoices and Delivery Reports.

  • Initiate Invitations to Bids and collect quotations from suppliers as necessary and when necessary.

  • Maintain efficient systems for purchase requisitions, orders and their administration through files that easily demonstrate open vs closed purchase requests.

  • Maintain database of good and reliable suppliers for different categories of supplies, goods and works.

  • In coordination with the Senior Supply Chain Manager set up MPAs and MSAs for the field site.

  • Keep Supervisor informed of all developments and issues through daily briefing, weekly procurements updates and bi-monthly reports.

  • Provide ongoing training, advice to supply chain and program staff in procurement policies, systems and procedures.

  • Responsible for contracting vehicles for transportation of materials to the Program offices and sites.

  • Submit monthly report on cost and status of all procurement during reporting period.

  • Attend all the procurement committee meetings

  • Coordination with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.

  • Ensuring that a transparent and responsive procurement process is implemented and maintained.

  • Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.

  • Ensuring that all Supplies, services and equipment required are delivered in time.

  • Establishment and maintenance of ethical, professional working relationships with suppliers.

  • Maintain Vendor information for regularly purchased items and be informed of current local market conditions.

  • Support and provide the appropriate trainings for procurement and program staff as required.

  • Ensure procurement is done according to IRC and/or donor regulations.

  • Ensure that staff participating in tender committees are trained and understand their roles.

  • Ensure the update of file and list of vendors in Yumbe region

  • Manage Supply Chain staff (Assistant etc).

  • Assist with any other duties as requested by the supervisor.

    [Asset Management (20%):

  • Advise the Senior Supply Chain Manager of asset-specific issues or improvements.

  • Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.

  • Monitor security of IRC’s assets and supplies.

  • Receive completed store’s request forms and prepare the assets for issuance.

  • Ensure assets are signed for received on the Equipment issue and receipt form.

  • On a monthly basis, work with the operations Coordinator to reconcile the asset register and Asset tracking sheet and equipment issuance forms

  • Update the asset register regularly.

  • Conduct routine asset inspection and submit report to the Senior Supply Chain Manager in a timely manner.

  • Keep an accurate and up-to-date record of asset inward and outward movement in the Asset register.

  • Ensure assets and property are effectively managed, asset list is updated regularly and assets
    are disposed according to IRC and/or donor regulations.

  • Supply Chain works consistently with Security to maintain required security levels, awareness and responsiveness.

    Transport

  • In the absence of the Supply Chan Manager, works with the Supply Chain Assistant Fleet and Program Managers to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies.

  • Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.

  • Advise the Program Coordinators, and field manager on vehicle requirements and issues.

  • Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel.

  • Evaluate, manage and monitor drivers.

  • Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.

  • Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).

  • Ensure that all vehicles are maintained in efficient manner. Schedule timely and regular preventive maintenance of all vehicles and Generators.

  • Ensure that regular meeting is taking place with the drivers and reports any concerns to the Program Coordinator.

  • Compile the drivers’ duty roster and work schedule·

  • Coordinate with admin to ensure mail is distributed by drivers to the correct recipients.

  • Ensure that all drivers are in possession of driver's valid licenses and that all vehicles are insured.

  • Ensure transport services are cost efficient and reliable.

    Inventory Management (Warehousing and Asset)

  • In the absence of the Senior Supply Chain Manager, advises the Program Managers and other user departments on the potential inventory shortages, warehouse specific issues or improvements.

  • Implement and ensure clear loading/offloading procedures, correct stacking and turnover (FIFO) procedures.

  • Organize shipment of the program materials to the Program site.

  • Maintain proper tracking of all the IRC assets present in Yumbe field site.

  • Manage stock quipping records including Asset issue form, asset register and tags.

  • Ensure warehouse and stocks are secure, well managed and documented.

    Expected Deliverables:

  • Provide on-time, standard monthly reports to the Senior Supply Chain Manager.

  • Generate and / or maintain an IRC Vendor database.

  • Generate and / or maintain comprehensive price list for goods, services and equipment purchased by IRC.

  • Produce routine cash / payment projections for Finance.

  • Produce routine purchase status reports and send to all Karamoja region staff.

    Minimum Qualifications:

  • Degree in Procurement and Supply Chain Management, Business Administration/Financial Accounting or Logistics related Program or equivalent (CIPS qualification will be an additional advantage).

  • Knowledge of generic Supply Chain procedures and practices (IRC or NGO experience advantageous).

  • At least 4 years’ experience of working as Supply chain Officer position in a multi-cultural environment.

  • Familiarity with major donor and local regulations / laws advantageous.

  • Three years’ work experience in Supply Chain (Procurement, Assets, Transport and Warehouse).

  • Competent in spoken and written English

  • Good mathematical skills.

  • Competent use of PC especially spreadsheets.

  • Knowledge of generic warehouse management systems and forms

  • Competent in spoken and written English

  • Competent use of pc especially spreadsheets (format / sort / filter).

  • Good communication and staff management skills

  • Excellent interpersonal and communication skills

  • Remains productive when under pressure.

  • Demonstrates a systematic and efficient approach to work.

    Personal Characteristics:

  • Strong sense of personal integrity.

  • Attention to detail.

  • Strong supervisory skills.

  • Ability to multi-task.

  • Team spirit and problem-solving abilities.

    How to Apply

    For more information and job application details, see; IRC Supply Chain Officer - Procurement Jobs in Uganda

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