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.
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The Driver will work under the supervision of Transport Assistant. Core responsibilities will involve but not be limited to safe driving of IRC vehicles, ensure prompt maintenance of them, keeping record of movements, fuel consumption, tools ensuring safety of the vehicle, passengers, cargo, and other road users. Strict adherence to IRC policy rules and regulations including all Kenya Traffic Laws. The Driver will be required to rapidly respond to the programs and operation’s needs, whilst ensuring best practices and maintaining audit-compliant records. Specific responsibilities include.
Key Responsibilities.
- Drive Vehicles on road test or under normal operation as assigned by the Supervisor or his designate.
- Performing daily routine maintenance checks and always maintaining enough fuel.
- Making sure that daily and pre-long distance vehicle checks are done and undertaken daily.
- Making sure that accurate upkeep of the vehicle log sheets is done and properly filed.
- Ensure vehicles cleanliness and report to the supervisor any noted mechanical defects.
- Ensure vehicles are timely refueled and road worthy at all times.
- Adhere to IRC vehicles protocols and Kenya traffic rules ensuring passengers wear safety belts all the time when in motion.
- Ensure that at all times drive the IRC vehicles in accordance with the IRC policy.
- Ensure that unauthorized passengers are not carried in IRC Vehicles in accordance with the policy.
- Ensure that the road license, inspection stickers, insurance certificate and any other mandatory documents of the vehicle(s) allocated is up to date.
- Ensuring that the vehicle you are allocated is equipped with; the first aid kits, tools, jerk, wheel spanner and spare wheel.
- To always comply with all security advisories when operating an IRC vehicle to ensure safety of vehicle, passengers, cargo, and other road users.
- Perform any other duties as may be assigned by the Supervisor or his designate.
Minimum Qualifications:
- A least O – level, a holder of a Valid driving license with 2 years’ experience as a professional driver.
- Knowledge of generic transport procedures and practices (NGO experience advantageous).
- Experience in using HF/VHF Radio
- Pass score on IRC driving test.
- Strong communication skills
- Willing to undergo regular visual testing.
- Conversant with MS Office applications
Required Experience & Competencies:
- Minimum of 3 years’ experience driving within reputable organizations, with a preference for experience in the NGO sector.
- Excellent communication skills
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