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Supply Chain Coordinator - National Hires Only at IRC - International Rescue Committee

Akwajobs   (Yaoundé, Centre, Cameroun)

Posted : 11 December, 2021
Category : Supply Chain   Location : Yaoundé, Centre, Cameroun
Job type : Full Time
Cameroon background and Humanitarian Context:  
 
The IRC started operations in Cameroon in 2016 to respond to the increasing concerns for people affected by violence linked to Boko Haram, in the Far North of the country. Assistance to displaced populations extends across the Far North, notably Mayo Sava, Mayo Tsanaga and Logone & Chari, delivering lifesaving programming to increase access to water and improving hygiene practices in vulnerable displaced and host communities, cash programming to enable poor families to meet basic needs and improve food security, and protection programming, including meeting specific needs of women and girls. The IRC has field bases in Maroua and Kousseri.  
 
Following the increasing crisis in the North West and South West (NWSW) regions of Cameroon, the IRC expanded its operations into the South West region in August 2018 and into the North West in 2019. The IRC is delivering lifesaving humanitarian assistance to internally displaced populations, with activities in Fako, Meme, Ndian, Lebialem and Mezam divisions managed through field bases in Buea and Bamenda. 
 
With its coordination office in Yaoundé, the IRC Cameroon country program will develop its new ‘Strategy 100’ strategic plan in late 2021, through which we aim to provide the best possible impact for some of the most vulnerable boys, girls, women, and men affected by the humanitarian crises. In all that we do, we strive to deliver through IRC’s core values of Integrity, Accountability, Service and Equality.
 
Scope of Work
 
IRC Supply Chain entails all the 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. Supply Chain is key to the success and delivery of quality programs. The Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities at the country level.  
 
S/he is a leader within the Operations team and will report directly to the DDO, while maintaining strong linkages with program and finance teams. S/he will supervise all SC and procurement staff in field offices. 
 
Responsibilities 
 
1. Supply Chain Planning
The Supply Chain Coordinator is responsible for supply chain activities planning. The role holder coordinates closely with internal and external stakeholders to develop supply chain plans to support program implementation. Supply chain plans include: procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.
 
•Prepare consolidated procurement plans (with regular updates) and develop country program sourcing strategy for all active and pipeline grants in collaboration with the Program team
•Ensure that program team develop distribution plan for supplies and assets grants in the warehouses in accordance with donor requirements
•Proactively Participate in the Project Cycle Meetings, including Project design, project planning, Project opening, project review, project close-out and project learning meetings to ensure that supply chain related issues are well articulated to all stakeholders and resolved for successful project delivery. Coordinate with supply chain field staff to ensure that there is sufficient spaces in the warehouses before sending program supplies to the field sites.
•Actively participate in Budget vs Actual (BvA) meetings and work with teams to remedy any supply chain and procurement bottlenecks 
•Input supply chain costs into budgets and spending plans
•Ensure supply chain staff training and capacity building plans are developed and incorporated into budgets (staff & partners)
•Ensure that supply chain department has sufficient staff and roles and responsibilities of each have clear job description.
•Lead supply chain scorecard matrix planning and implementation.
•Participate in internal & external audit in areas supply chain support and justification required.
 
2.Procurement Management
The Supply Chain Coordinator owns, manages and drives IRC in country procurement strategies, policies and procedures. The position holder ensures all country program procurement needs are met on time in accordance with Global Supply Chain standards.
 
•Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.
•Ensure review and execution of procurement contracts in a timely fashion 
•Lead market surveys and analyses by collecting, organizing and analyzing market data and share results with program team and field Coordinators and Managers on a regular basis.
•Ensure the bidding process by developing and implementing the office sourcing strategy, managing the Master Agreements and RFQ/RFP Processes and  completing a purchase request process
• Develop negotiation strategies and manage negotiations for high spent categories
•Proactively engage with Programs, Suppliers, Partners, NGOs, logistics clusters and other stakeholders to ensure good coordination and adequate information sharing to address common concerns or risks affecting the market
•Organize procurement trainings sessions for procurement / tender committees in the field offices and non - supply chain staff if deemed necessary. 
•Identifying fraud and corruption red flags and address them in a timely manner.
•Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
•Make sure supply chain monthly and quarterly reports are analyzed and communicated to stakeholders including key actions to be taken and submitted on time to the leadership team.
• Review of SC Key performance indicators (KPIs) and set improvement plans.
•Ensure all vendors’ history and performance Information, is properly documented and procurement transaction files and supplier files maintained in accordance with applicable Standard Operating Procedures (SOPs) Work with Field Offices Supply Chain staff and Field Coordinator and 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 to ensure excellent record keeping, in accordance with inventory standard operating procedures and controls as provided by Global Supply Chain. The Supply Chain Coordinator will:
 
• Ensure appropriate warehouse site selection, and Implementation of warehouse safety/security requirements
•Ensure effective handling of inventory, including drug storage, cold chain, buffer stock, contributions in kind (CIK) and food commodities 
•Set up stock reorder levels as per the IRC standard operating procedures and donor requirements
•Implement the IRC inventory & asset policies   with regard to all project Items including cycle count, investigate discrepancies and develop action plan to address them. Work with compliance & programs to ensure that policies are in line with donor requirements
•Produce grants ending and year ending inventory reports during each grant closing and end of fiscal year in timely manner.   If needed, produce more regular reporting for review of inventory
•Coordinate inventory disposal procedures   as per host government, IRC and donor rules and regulations 
 
4. Asset 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.
 
•Conduct Asset needs assessment
•Develop Assets maintenance plans as per IRC policies, including repairs tracking and insurance coverage process.
•Ensure spot-checks are done systematically on a quarterly basis, any discrepancies documented and reported; and action to address the root causes developed for all IRC assets, inventory and equipment. 
•Handle asset and property disposal, including auction management  as per the IRC asset disposal process 
•Ensure that grants inventory and asset report is accurate, regularly produced, reviewed and approved before the Grant closing date.
 
5. Logistics and Fleet Management
The Supply Chain Coordinator is responsible for overseeing and coordinator all IRC country fleet  transportation and Logistics activities to ensure that all IRC fleet operations are conducted with adherence to IRC Fleet management policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy. The Supply Chain Coordinator:
 
•Implements IRC global Fleet Management policies and procedures and/or develops country specific fleet management policies and procedures needed to comply with local regulations and ensure that they are implemented and followed in all IRC in country offices.
•Ensure that fleet legal status (customs clearance, registration, licenses, insurance) are up to date;
•Conduct transport needs assessments
•Develop and monitor fleet movement plans, vehicle maintenance, driver assignment, vehicle safety, and fuel consumption in coordination with Field Coordinators
•Analyzes fleet spent, including fuel consumption and maintenance costs and produces reports on a periodic basis to facilitate strategic decisions and ensure fleet optimization 
•Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process.
 
6. Staff Management and Development
The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country by:
 
•Leading the recruitment of new staff through effective utilization of the IRC supply chain competency matrix.
•Ensuring that the supply chain department is well staffed and roles and responsibilities of each have clear job description.
•Ensuring each team members' objectives are set following the organizational unit vision as well as operations context(s);
•Ensuring assessment of  supply chain staff competency and training gaps and develop appropriate intervention programs
•Coordinating training and maintain training records
 
Qualifications 
 
•Bachelor’s Degree required
•Advanced professional certification in supply chain management and/or emergency response management strongly preferred.
•At least 5 years of progressive Supply Chain professional experience, with 3 years at a similar level of responsibility 
•Experience working in a humanitarian context
•Experience with data analysis
•Demonstrated ability to develop and roll-out supply chain policy and SOPs
•Clear training and mentoring ability
•Experience working with a diverse portfolio of donors and knowledge of specific donor guidelines. 
•Have a high degree of flexibility and ability to work under sometimes acute hardship conditions against tight deadlines. 
•Strong computer and communication equipment skills, including in Microsoft Office applications.
•Strong collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across countries, cultures, and organizational units
•Able to work effectively in a highly matrixed structure
•Strong financial management and budgeting skills
 
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.  These are Integrity, Service, Equality and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

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