application deadline is October 25, 2023 | Supply Chain Officer Job Vacancy In Uganda Kiryandongo | IRC
- Request Number: req46037
- Job Title: Supply Chain Officer
- Supply Chain Sector
- Regular Category of Employment
- Type of Employment: Full-Time
- Open to Foreigners: Not Relevant
- Location: Uganda’s Kiryandongo
- Workplace Setting:
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Position Description
Job Summary
- The primary duty of the supply chain officer is to perform a variety of supply chain monitoring and coordination tasks, such as warehousing, asset management, purchasing, logistics/transportation, and maintenance, and to immediately report any incidents to the field coordinator.
Particular Responsibilities
Transport
- Create a transport function that is adequately staffed and furnished to support the IRC’s vehicle operations and policies in collaboration with the Field Coordinator and Program Managers.
- Implement and oversee IRC standard Vehicle rules and practices, paying close attention to security and safety concerns.
- Provide program coordinators and the field coordinator with advice on vehicle needs and problems.
- Maintain control over the fleet of cars, including ordering and inventory management of all consumables and parts for vehicles, including fuel.
- Assess, oversee, and supervise drivers.
- To meet the operational and security requirements, make sure the proper communications equipment is installed and operating in IRC vehicles.
- Ensure that all cars are equipped with the necessary on-board documentation and that all documents, including insurance, are kept up to date.
- Make sure that all cars are efficiently maintained. All vehicles and generators should have timely and routine preventative maintenance scheduled.
- Ensure that frequent meetings with the drivers are held and notify the program coordinator of any issues.
- Compile the duty roster and work schedule for the drivers.
- To guarantee that mail is delivered to the right people by drivers, work with the admin to plan ahead.
- Make sure that all drivers have current driver’s licenses and that all vehicles are covered by insurance.
- Inventory Control (Warehousing and Asset Management)
- Inform the program coordinators and the field coordinator about any warehouse-specific problems or prospective inventory shortages.
- Put in place and make sure that turnover (FIFO) protocols, correct stacking, and clear loading/offloading procedures are followed.
- Set up the delivery of the program materials to the program location.
- Keep accurate track of all the IRC equipment that is present on the job site.
- Manage the asset issue form, the asset register, and the tags for stock quipping.
Procurement
- Observe all IRC and donor purchasing rules and regulations, making sure that all PRs are accurately filled out with the necessary data.
- Make sure all purchases are completely and precisely documented so that records can be easily tracked down.
- Inform the program staff on a regular basis about the limitations and progress of the procurement process, and work with the program coordinator to come up with alternatives.
- ensuring that all purchases are made at the most affordable price while preserving the product’s quality.
- Make sure that the procurement process is as transparent and economical as it can be.
- Achieve complete and transparent documentation of all procurement activities using PRs, POs, RFQs, Comparative Statements, Bid Analysis, Invoices, and Delivery Reports.
- Send out invitations to bid and request price quotes from providers as required.
- Work together with the field coordinator and the finance officer to plan the supplies and ensure that the right suppliers are paid.
- Maintain effective mechanisms for the administration of purchase orders and requisitions by keeping files that clearly show open vs closed purchase requests.
- Keep a directory of reputable and good providers for various supplies, products, and services.
- Set up MPAs and MSAs for the field site in conjunction with the Program Coordinators and Field Coordinators.
- Through daily briefings, weekly procurements updates, and bimonthly reports, keep the supervisor up to date on all developments and problems.
- Supply chain and program staff should get continuing training and guidance on procurement policies, processes, and procedures.
- Contracting vehicles to transport items to the Program offices and sites is their responsibility.
- Report the cost and progress of every purchase during the reporting period on a monthly basis.
- As requested by the supervisor, assist with any additional tasks.
Reporting
- Create a monthly activity report and provide it to the field coordinator and supply chain coordinator.
- Create a monthly report on the operation of the vehicles, the asset list, the inventory, including the transit stock, and the tracking of PR and commitments.
- Compliance with Systems and Improvement
- Finance, logistics, IT, security, communications, and human resource/administration rules and processes that are unique to IRC-Uganda.
- Any updated policies and procedures outlined in circulars from the country director and the OC
- Adherence to IRC way policies
- Make careful you notify the CD of any transgressions of the IRC Sexual Abuse and Exploitation Code of Conduct. Every employee on staff has a responsibility to report infractions.
- Assist in carrying out initiatives that seek to stop sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers, if necessary.
Confidentiality
- preventing the disclosure of any information about IRC’s procedures or business that has been gained in the course of duty to anyone else or any organization without permission, other from when it is necessary to perform that obligation.
Qualifications
- Graduation from a program relating to logistics, business administration/financial accounting, or procurement
- at least three years’ prior experience working in a multicultural workplace in the field of supply chain management.
- excellent interpersonal and management abilities.
- Computer literacy (Word and Excel spreadsheets in Microsoft Office; Outlook).
- good interpersonal and communication abilities.
- maintains productivity under stress.
- has a methodical and effective work style.
- Please be aware that the application deadline is October 25, 2023.
Professional Guidelines
- IRC employees are required to uphold the ideals and standards set forth in the IRC Way – Standards for Professional Conduct. Integrity, service, accountability, and equality are these. The IRC runs and upholds policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation in compliance with these ideals.
Equal Opportunity & Gender Equality
- IRC values diversity in our workplace and is an Equal Opportunity Employer. We do not discriminate on the basis of age, marital status, veteran status, disability status, sex, gender, race, religion, color, national origin, or any other feature that is legally protected. We shall make sure that people with disabilities are given a reasonable accommodation so they may participate in the application or interview process for a job, carry out necessary job duties, and enjoy other employment perks and privileges. To request a reasonable accommodation, please get in touch with us.
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