Supply Chain Coordinator

The IRC Yemen Country program has been established in 2012, and currently is implementing integrated Health, Nutrition, Environmental Health (WASH), Economic Recovery and Development, Women Protection and Empowerment and Education programming in eight governorates.

The IRC Yemen Country Program operates with its Country Office in Sana’a and its main Field Office in Aden. Other subfield offices include Abyan, Hodeida and Al Dhale, with the Al Dhale office covering Lahaj, and the Abyan office covering activities in Shabwa.

Job overview

Supply Chain Coordinator is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and support function as necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution and monitoring of supply chain activities, delivery of an effective supply chain function within the Yemen program in compliance with IRC, donor regulations and in line with program objectives. He/she is also responsible for continuous improvement of performance quality throughout the SC team and ensuring stakeholders’ satisfaction by exercising service-oriented practices.

Key responsibilities

1. Supply Chain Planning

The Supply Chain Coordinator is responsible for supply chain activities planning, developing supply chain plans to support program implementation and close coordination with internal and external stakeholders. Supply chain planning includes: procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.

• Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.

• Ensure that program teams develop distribution plan for supplies and assets in order to eliminate inventory remaining in the warehouses after grants closure.

• Coordinate with supply chain field staff ensuring that there is sufficient spaces in the warehouses before sending program supplies to the field sites.

• Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.

• Ensure that supply chain department is well staffed and roles and responsibilities of each have clear job description.

2. Procurement Management

The Supply Chain Coordinator owns, manages and drives IRC in country procurement strategies, policies and procedures. He/she ensures all country program procurement needs are met on time in accordance with IRC Global Supply Chain (GSC) standards.

• Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.

• Ensure review and execution of procurement contracts in timely fashion.

• Ensure Implementation of GSC SOPs in all Yemen program offices.

• Ensure supply chain monthly and quarterly reports are accurate and submitted on time.

• Organize procurement trainings sessions for procurement / tender committees in the field offices and non-supply chain staff if deemed necessary.

• Review procurement documents before payments.

• Ensure all suppliers/service providers Information, history and performance are filed and kept confidentially in all offices.

• Ensure supply chain officers conduct Market Survey and analysis quarterly and share with program team and field Coordinators/ Managers.

• Identify fraud and corruption red flags and address in timely manner.

• Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.

• Work with Field Offices Supply Chain staff and Field Coordinator / 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 ensuring excellent records keeping, implementation of inventory standard operating procedures and control as provided by GSC.

• Ensure implementation of IRC inventory policies in all IRC Yemen offices.

• Produce grants ending and year ending inventory report in timely manner.

• Visit field offices at least once per year and check warehouses/stores records and safety as per IRC standard Supply Chain Assessment Tool (SCAT).

• Conduct spot checks and surprise inventory counts as per IRC SOPs.

4. Assets Management

The Supply Chain Coordinator is responsible for the procurement, maintenance, safe keeping and records of all IRC country program assets and equipment. He/she is responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors rules and regulations.

• Ensure Implementation of IRC Asset policies in all IRC Yemen offices.

• Ensure assets are maintained timely and are safe to use, all maintenance documented.

• Ensure assets are tracked properly, tagged at the delivery and asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.

• Plan for asset replacement as their service life coming to an end ensuring sufficient funds are budgeted for replacement.

• Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.

• Ensure spot-checks are done systematically, documented and reported for all IRC assets, inventory and equipment at least once a year.

5. Vehicles Management

The Supply Chain Coordinator is responsible for overseeing and coordinating all IRC country fleet and transportation activities, ensuring that all IRC fleet operations are conducted in adherence to IRC vehicles policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy.

• Ensure all IRC vehicles are in good condition and well maintained.

• Ensure all IRC-owned vehicles are reported and insured by IRC.

• Ensure local fleet management policy is in place, implemented and followed by all in all IRC Yemen offices.

• Review regularly fuel consumption and vehicle utilization management. Based on analysis, plan for increase/decrease of number of vehicles if necessary.

• Review vehicle monthly reports and provide necessary support to the supply chain staff.

6. Compliance and Ethics

The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans and ensuring all supply chain activities are conducted in ethical manners.

7. Learning and Development:

The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.

Supply Chain Coordinator Competencies matrix:

The Supply Chain Coordinator competency matrix is the main supportive document to this job description that details all required skills, tasks and the accountability levels. The Supply Chain Coordinator must ensure that all tasks are preformed according to the standards. The Supply Chain Coordinator is accountable for the competencies matrix implementation.

Key Working Relationships:

Position Reports to: Deputy Director for Operations – Yemen program and Regional Supply Chain Director.

Position directly supervises: procurement staff, warehouse staff, transport staff.

Other Internal and/or external contacts:

Internal: Regular relationships with HQ, regional and country Supply Chain staff at all levels, Deputy Director of Operations, Country Director, Finance Controller, Program department leads.

External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.

Requirements

• Advanced Degree, minimum 5 years of progressive Supply Chain professional experience or equivalent education and experience, out of which 3 must be in managerial positions.

• Demonstrated success as a Supply Chain leader across all disciplines including planning, procurement and logistics.

• Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management.

• Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units.

• Able to work effectively in a highly matrixed structure.

• Strong financial management and budgeting skills.

• Excellent training and coaching ability.

• Fluency in English required, Arabic is a plus.

• Ability to travel to remote field offices.

• Experience of working in emergency settings.

• Resilient, organized, hard-working, with positive attitude.

Work Environment: There is active conflict in parts of the country and a possibility for further expansion of the conflict and violence into other areas. Staff must comply with all IRC security policies and procedures applicable to international staff. Security will be thoroughly discussed during the interview process.

Housing: Lodging in is in a shared IRC guesthouse. All IRC sites have electricity and internet all day through. Food is the individual’s responsibility.

Professional Standards: 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, Accountability and Gender Equality. 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 Anti-Retaliation and Combating Trafficking in Persons

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.