Supply Chain Volunteer at International Rescue Committee

Job Purpose:

Supply chain volunteer will work under the direct supervision of respective supply chain Lead(s) in Procurement, Administration, Warehouse and Travel departments.

Specific Responsibilities:

Procurement

• Understand, implement and maintain IRC standard procurement policies and procedures.
• Acquire quotations from suppliers by preparing and submitting Request for Quotations (RFQs).
• Supervise supplier performance and follow-up with suppliers on quality issues and timely delivery of goods.
• Utilise the online Integra system for Procurement tracking and documentation through workflow.
• On biweekly basis, update
• Uploading procurement documents in Supply chain back up folder.
• Participate in tender meetings & evaluations for learning purposes.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that are transparent, documented and for the best interest of IRC.
• Support in Conducting diligence for suppliers, this includes conducting reference checks, supplier visits etc.

Warehousing

• Ensure that the warehouses are well maintained.
• Ensure that updating stock records is done every day.
• Ensure that the filing system for stores is well maintained.
• Ensure that an updated assets inventory sheets are well maintained
• Ensure that all assets that allocated to individuals are signed off equipment issue form

Travel and Logistics

• Support the logistics officer in processing of payments on timely manner including Taxis, Flights and Accommodation.
• Ensure the Travel payment tracker is up to date for flights, and taxi bookings.
• Liaise with Logistics officer in timely communication and assist in coordination with the requesting staff/programs regarding their travel requests.
• Ensure Staff Travel Schedule is updated every 2 weeks with all details of staff booked on flight and taxi.
• Book and track cargo shipments whilst coordinating with the warehouse teams.

Administration

• Support in timely payment of all office and IRC leased houses rentals and utilities.
• Support in ensuring timely payment of utilities (water, electricity, telephone, security) for the IRC office and IRC leased houses for Kenya program international staff
• Maintain and update tracking system for utilities and deposits and update on monthly basis.
• Support in Management of stationary store and monitor the insurance of stationeries and monitor the level of items that need replacement.
• Support in Restocking of basic items for use in the office.
• Perform other duties, as appropriate or requested by Supply Chain Coordinator.

Minimum Qualifications:

• Education: Recently graduated in 2023/2024 with Degree in procurement, Supply Chain/Logistics management or any other relevant field in Supply Chain.
• Membership of Kenya Institute of supplies Management (KISM) is highly recommended.

Personal Characteristics:

• Strong sense of personal integrity
• Attention to detail, commitment to punctuality
• Ability to multi-task.
• Team spirit and problem solving abilities.
• Excellent interpersonal and communication skills.
• Remains productive when under pressure.
• Demonstrates a detailed and efficient approach to work.
• Relates and works well with people of different cultures, gender and backgrounds