Operations and Supply Chain Assistant

BACKGROUND
Over the past 90 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

IRC UK
IRC UK is part of the IRC global network, which has its global headquarters in New York. Our team in the UK works to raise profile, deliver policy and practice change, and increase funding to help restore health, safety, education, economic wellbeing and power to people devastated by conflict and disaster. Since 2021, IRC UK has also provided integration services directly to refugees in England, a programme that is rapidly growing.

In Europe, the IRC also has offices in Berlin, Bonn, Brussels, Geneva and Stockholm

The Purpose of the Role

Support the UK HQ within IRC UK and contribute to effective management of our Operations and Supply Chain processes.

Scope and Authority

Authority:

• None

Responsibility for Resources:

• Responsible for daily activities of the supply chain and operations function both physical and digital.

Key Working Relationships

• Reports to Head of Facilities and Procurement.

KEY ACCOUNTABILITIES

Supply Chain management

• Keep records, contracts, supplier database up to date.
• Maintain inventory tracking system Integra as required
• Review and Place Purchase Requests and Purchase Orders
• Support and action SC processes
• Creating and managing procurement documents and Processes as required
• Research potential suppliers
• Due Diligence
• MDM coordination and support
• Assist with preparing and disturbing supply chain communication with internal and external stakeholders.
• Prepare cost analyses.
• Assist on high value projects.
• Liaise with IRC suppliers.
• Assist with cross boarder / international supply chain requirements.
• Participate in UK and Global Supply Chain meetings and events as required.

Operations and Safety and Security management

• Support and collaborate with UK and Global teams on the creation, and administration of operations, facilities, travel and supply chain rescue-net content and resources.
• Support the creation, review, and management of departmentally owned polices, and documents.
• Willingness to assist with adhoc operational tasks
• The SFP will serve as the office primary focal point for staff to raise day-to-day safety and security related concerns.
• Responsible for the maintenance of safety and security related office S&S documentation.
• Organize/coordinate all-staff safety and security related meetings at office or program site when necessary.
• Organize a minimum of one emergency evacuation exercise at office or program site level per year if Required and other appropriate training informed by Security Risk Assessment findings.
• Cascade S&S and/or other relevant office security warnings and advisories to staff, interns, and volunteers as needed.
• Report S&S incidents involving covered persons in accordance with established protocols in SHIELD.
• Support the Head of office/ED/CD in coordinating immediate incident management including filing police reports.
• Build and maintain strong relationships with other S&S actors or stakeholders, including but not limited to community organizations and partners, authorities, security and rescue services, and property owners.
• Assist in the development of office-specific safety and security related onboarding materials, ensuring the provision of S&S briefings to new staff and relevant covered persons.

General Support

• Willing to take on Fire Marshal and First Aider duties.
• Provide administrative support to the Head of Facilities and Procurement as required.

PERSON SPECIFICATION

Essential

Skills, Knowledge and Qualifications:

• Knowledge of procurement processes, policies, and procedures.
• Strong emphasis on accuracy and detail.
• Willingness to go the extra mile.
• Strong written communication skills.
• Ability to handle multiple projects simultaneously to meet goals and deadlines.
• Proficient in Microsoft Office programs, such as Excel and office 365.
• Good time management and organizational skills.
• Use of independent judgment and initiative.
• Be a great teammate.
• Good numerical skills.
• Commitment to IRC’s value

Experience and Desirables:

• Experience of dealing with external suppliers and service providers.
• Demonstrable administrative experience in an office environment.