Vacancies at International Rescue Committee

The Supply Chain Assistant provides comprehensive administrative and supply chain support to ensure the effective delivery of front office services, warehousing, asset management, and transport operations at IRC’s Lodwar Program. The role supports efficient office operations, compliance with IRC policies, and accountability in resource management.

Key Responsibilities

• Provide day-to-day administrative support to ensure smooth office operations.
• Liaise with the Procurement team to ensure timely and appropriate acquisition of administrative and operational supplies.
• Prepare and submit replenishment requests for operational supplies in a timely manner.
• Raise Purchase Requisitions (PRs) and follow up on procurement of operations supplies and services through Integra.
• Coordinate travel and accommodation arrangements for staff and visitors.
• Advise the Supply Chain team on office and compound maintenance needs and follow up on repairs.
• Oversee general office areas to ensure cleanliness and proper maintenance.
• Manage petty cash to support payments for casual staff, ensuring proper documentation and accountability.

Personnel and Supervision

• Supervise assigned transport staff, including drivers.
• Assign duties, monitor performance, and conduct regular performance evaluations for staff under direct supervision.
• Support staff development through on-the-job training and supervision.

Warehouse and Inventory Management:

• Ensure all warehouses are well maintained, secure, and accessible only to authorized personnel.
• Maintain accurate and up-to-date warehouse records, both physically and in Integra.
• Ensure proper filing systems and inventory control mechanisms are in place and adhered to.
• Ensure compliance with IRC supply chain policies and procedures in all warehouse transactions.
• Prepare and submit timely weekly and monthly inventory reports.
• Ensure efficient management of all CIK inventories.

Assets and Transport Management:

• Maintain an up-to-date asset register and inventory records, including monthly updates in Integra.
• Ensure proper maintenance, tracking, and documentation of all IRC assets and equipment.
• Ensure all assets issued to staff are documented and signed using the appropriate equipment issue forms.
• Track asset movements and ensure all status changes are properly documented and filed.
• Maintain an organized and up-to-date asset filing system.
• Recommend assets for disposal and prepare all required documentation.
• Coordinate and oversee transport, fleet, fuel usage, and equipment management functions for the Lodwar office.
• Track fuel consumption and ensure accurate reconciliation and reporting.

Procurement from time to time , whilst ensuring segregation of duties you will be required to:

• Ensuring that procurement services are carried out in accordance with IRC Kenya and donor-specific polices.
• Coordination with Finance, Admin, and program departments to ensure coordinated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensuring 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.
• Establishment and maintenance of ethical, professional working relationships with suppliers.

Safeguarding:

Demonstrates a commitment to upholding the highest standards of integrity and professional conduct by preventing any form of abuse, exploitation or harassment. Promotes a safe and respectful environment for clients, colleagues and communities whilst promptly reporting any safeguarding concerns in accordance with IRC policies and procedures.

Key Deliverables:

• Effective and efficient administrative and supply chain support services.
• Full compliance with IRC policies, procedures, and accountability standards.
• Accurate and timely monthly reports on inventory, assets, and fuel consumption.
• Improved accountability and efficient utilization of organizational resources.

Required Qualifications:

• Bachelor’s Degree in Procurement logistics and supply Chain or any other related field.
• Minimum of four (4) years’ experience in supply chain and administration within a busy office environment, preferably in a development or humanitarian organization.
• Proficiency in Microsoft Office applications (Word, Excel, Access).
• Strong knowledge of administrative rules, regulations, and procedures.

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KEY AREAS OF ACCOUNTABILITY:

Financial Controllership

• Ensures that all in-country practices are in compliance with IRC and donor policies and procedures. Leads the roll-out of new/updated global policies and procedures. 
• Closely monitors all financial activities and keeps the Country Director advised of all situations which have the potential for a negative impact on internal controls or financial performance.
• Manages the finance department activities and schedules to meet the financial reporting requirements and deadlines specified by IRC HQ and donors.
• Ensure that on a monthly basis balance sheet reconciliations are completed on a timely basis and those final reconciliations and trial balances are reviewed with the Country Director. 
• Directs the preparation and approves all donor financial reports in respect to accounting, legal and contractual requirements.
• Develops, schedules, and performs or supervises the completion of country internal control audits, and initiates actions necessary to correct internal control weaknesses.
• Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.
• Serves as the principal liaison with IRC HQ on all finance, accounting, grant budget management, and cash management matters.

Budget and Forecast

• Oversees the preparation and revision of grant proposal budgets; supports programs with guidance on costing and inputs in creating budgets for submission.
• Prepares and maintains the country program’s annual operating budget and reforecasts; ensures cost coverage for in-country operating costs and updates the operating budget regularly.
• In compliance with donor requirements and IRC policy, ensure that shared program costs are properly recovered and ensure that any expected funding gaps are timely flagged to CD and Regional Finance Director.
• Provides financial information to support the Country Director and SMT in making business decisions in line with IRC, regional and country program strategies.
• Provides strategic analysis on overall financial health of the country program to the CD and SMT.

Treasury

• Supervises all country office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates in the country program.
• In compliance with IRC policy establishes country policies regarding cash holding limits, cash movements and foreign currency holdings.
• Oversees timely preparation, review and approval of monthly bank account and cash reconciliations. 
• Establishes country policies on advance payments, credit terms and use of bank payment instruments.
• Designs, implements, and monitors systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate IRC to future spending.
• Supervises the preparation of Cash Transfer Requests to New York and ensures that appropriate balances are maintained to facilitate grant implementation.

Staff Management and Leadership

• Establishes a finance department roles and responsibilities matrix; staff job descriptions are current; recruits and maintains qualified staff to perform finance functions.
• Ensure comprehensive and constructive performance reviews are completed annually; career planning and development plans are in place for all finance staff.
• Develops and implements a training program for the country’s finance staff.
• Oversee finance training and technical support to non-finance staff for skills improvement in the areas of accounting, reporting and internal control.
• Establishing succession and career plan for finance department.

Requirements:

• Bachelor’s degree in accounting, Business Administration, Commerce or Finance required; recognized professional certificate in accounting such as CPA or a master’s degree in accounting preferred.
• Extensive experience working in a development or humanitarian setting, including at least five years of experience living and working in the relevant field in developing and transitioning countries.
• Minimum of five years of managerial experience in finance.
• Extensive experience in working with computerized accounting systems, standard spreadsheet and database programs.
• Good written and verbal skills in the English language.
• Proven track-record of proactively identifying and communicating potential problems and proposing solutions.
• Function effectively in a complex work environment, setting appropriate priorities and managing competing priorities and pressure.
• Ability to carry out responsibilities independently with minimal technical support.
• Excellent interpersonal communication skills and professional patience and be able to interact, partner and thrive in a diverse environment.
• Committed to staff training and development and effective at facilitation.