Supply Chain Assistant Needed

June 19, 2021

Supply Chain Assistant is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning, procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management.

The Supply Chain Assistant is responsible for supporting the Supply Chain officer to ensure efficient procurement and delivery of supply chain functions in field office.

Job Purpose/Objective

Supply Chain Assistant will work under the supervision of the Supply Chain Officer and should be a strong team member who can assist in the continued development of the Supply Chain team and contribute to the further effective running of IRC programs.

Key Tasks:

Procurement

The implementation and / or maintenance of standard IRC Kenya procurement policies and procedures.
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 integrated internal controls, timely payment of vendors and full, auditable support documentation.
Ensuring that 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.
Ensuring that all Supplies, services, and equipment’s required are delivered in time.
Establishment and maintenance of ethical, professional working relationships with suppliers.
Maintain supplier information for regularly purchased items and be informed of current market conditions.
Prepare and submit timely and accurate supply chain report(s) to inform decision-making process.
Supervise admin staff, assigning of duties through delegation, monitoring the performance and regularly evaluating staff directly supervised by you.
Advise the Supply Chain Officer/Field Manager on procurement-specific issues or improvements.
Receive purchase request, process quotation, process purchase orders and payments.
Perform Market Analyses by collecting, organizing and analyzing market data.

Warehouse

Ensure that all the warehouses are well maintained.
Ensure that updating stock records is done daily both on the Bin card and stock cards.
Ensure that all stores’ procedures are followed by all staff.
Ensure that there is controlled access to all IRC stores and ensure that stores premises are secure.
Ensure that the filing system for stores is well maintained.
Ensure that an efficient storage and inventory system is maintained.
Review monthly stock reports.
Ensure that an update office, residence, and store’s inventory is done monthly.
Ensure that all supply chain Policies and Procedures are followed and adhered to in all transactions.
Stock taking and stock checking as per laid down guidelines and procedures and submission of associated reports.

Assets and Equipment management

Ensure that an updated asset register is maintained monthly.
Ensure that an updated asset, inventory sheets are well maintained.
Ensure that all IRC assets and equipment are well maintained.
Ensure that all assets that allocated to individuals are signed off equipment issue form.
Ensure that all IRC premises are well maintained and in habitable condition.
Ensure that the movement of IRC assets is tracked, and the necessary documentation and tracking and tracing is done when an asset changes its status.
Ensure that an up-to-date filing system for all assets maintained.
Prepare all monthly asset reports before submission to Supply chain officer for review .
Recommend assets for disposal and ensure that the necessary paperwork is prepared.
Manage fleet.
Perform any other duties as will be directed by supervisor.

Travel Management, Vehicle and Generator operations

Manage Travel at field level to ensure compliance with contract service level agreements (SLA)
Prepare and manage Fleet movement plans including Vehicle scheduling and Requisition process.
Ensure the implementation of IRC fleet management standards.
Managing HF and VHF radios to ensure that they are in a serviceable condition.
Ensure timely and effective Vehicle Maintenance and repair management.
Oversee and ensure that maintenance has taken place and validate maintenance invoices before payment.
Manage vehicle safety by ensuring that safety procedures are adhered to by all vehicle users.
Monitor vehicle Mileage.
Generator Operation is done in accordance with the operation guidelines and procedures.
Generators are maintained in good working conditions in accordance with IRC generator maintenance and Repair policy
Ensure that generator fuel consumption is well monitored.

Supply Chain Reports

Weekly PR Tracking status report
Monthly Inventory report
Monthly Assets report
Fleet report
Data collection

Qualifications

Holder of Degree or equivalent in purchasing, supplies and management in business Management, Supply Chain management.
Excellent knowledge of computer skills i.e., M/s office /word excel etc.

Required Experience & Competencies:

At least 3 years’ experience in Supply Chain, preferably with a non- governmental or humanitarian international organization.
Strong interpersonal skills and ability to communicate clearly, coupled with ability to influence through negotiation skills.
Professional certification in supply chain management and/or emergency response management preferred.
Demonstrated people skills.
High sense of integrity
Good writing and organizational skills
Excellent computer skills and experience working with procurement software’s.
Cultural and diversity sensitivity, commitment, and an understanding of the values of IRC and the principles of equal opportunities.
Fluency in Pokot desirable.