NHS Human Services, Inc.

Requisition ID: req52120

Job Title: Global Surge Team Roster: Supply Chain Coordinator

Sector: Supply Chain

Employment Category: Occasional - Global Surge Team

Employment Type: Full-Time

Open to Expatriates: Yes

Location: Global Roving

Job Description

This role is only open to current IRC employees.

The IRC’s Global Surge Team (GST) is a roster of esteemed and highly qualified humanitarian professionals who deploy on short notice to non-emergency and emergency contexts to support the IRC’s mission. Members of the GST provide specialist support where talent is most needed for short-term deployments of up to three months. The GST is a flexible employment opportunity for staff, requiring members to be available for deployments only 50% of the year (with opportunities for additional deployments if incumbent is interested).

Members of the GST who specialize in emergencies are deployed to support either existing country programs in their emergency response, or to initiate a new program in a crisis zone. The overall responsibility of the team is to design, develop, and manage the IRC’s on-site humanitarian response, allowing us to meet the immediate needs of the affected population rapidly and effectively.

Major Responsibilities:

The Supply Chain Coordinator, Global Surge will be responsible for the following subject to an agreed Terms of Reference for each deployment:

Planning

• Proactively participate in BVA/ Project Cycle Meetings, including project design, project planning, project opening, project review, project close-out and project learning meetings to ensure that supply chain related issues are well articulated to all stakeholders and resolved for successful project delivery.

• Prepare and maintain emergency procurement plans and develop/maintain country program sourcing strategy for all active and pipeline grants in collaboration with program Technical Coordinators and Managers,

Procurement

Ensure:

• Compliance to IRC and donor policies for all goods and services procurement (including pharmaceuticals and medical equipment)

• In collaboration with the in-country GSC team(s) review and utilize the Procurement contracts (MPA, MSA) in place for the purchases of goods and services.

• The implementation of GSC procurement and contracting SOPs.

• The accuracy of GSC data collected; timely submission of required report(s) to advise the decision-making process.

• Disseminate through trainings the existing procurement process as well the procurement tools to all EU GSC team members.

• Ensuring all required procurement documents are included in waivers request files (Purchase Requests, Market Surveys Proforma (3), ATC etc.)

• Management of all waivers with details of the emergency procurement circumstances, including the country program leadership approval (CD, DDO) before its approval by either the RSCD or the CGSCO.

• The suppliers’ files prepared by the procurement team are historically documenting the supplier(s) performance feedback provided by the EHAU services requesters after the goods/services deliveries.

• For ad hoc procurement, the market surveys are required for value for money.

• The existence of segregations of duties in the procurement functions during the emergency deployment.

• The program requirements for supplies of items and services are timely met.

• The Grant (s) procurement and distribution plans are developed, regularly reviewed and all related issues are timely resolved or raised in collaboration with leadership.

• The end-to-end procurement processes are conducted through the BvA tool.

• Any IRC procurement process deviations are identified, documented, and timely reported following the approved mechanism.

Inventory, warehousing, assets and property

Ensure:

• The implementation of the IRC inventory policies during the emergency support for all Project Items (cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable).

• The grant inventory report is accurate, regularly produced, reviewed, and approved before the Grant closing date.

• The warehousing safety and security requirements are in place.

• The assets maintenance plans are in place as per IRC policies.

Logistics

Ensure:

• The vehicle safety policies are in place, disseminated and followed by all vehicles users.

• Effective fuel consumption management tools are developed and in use.

• The fleet legal status (registration, licenses, insurance) are updated;

• The vehicle monthly reports are regularly issued, reviewed and used to inform the leadership strategic decision-making process.

• The vehicle movement planning and tracking tool(s) are in place;

• The driver management policy is developed and followed.

Learning and development

Ensure:

• Accurate staff development plans are developed based on the documented training needs assessment process, discussed with the unit leadership, approved and implemented.

• Each team members' objectives are set following the organizational unit visions as well as operations context(s);

• Ensure all SC staff are trained to standard and sign the IRC code of conduct, conflict of interest following the SOPs recommendations.

• Ensure all counterparts who deal with supply chain processes are trained to standard.

Compliance and ethics

Ensure:

• Identifies and sets mitigation plan to handle Supply Chain risks, including identification of red flags, and implementing internal and external audit corrective action plans to ensure all supply chain activities are conducted in an ethical manner.

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

• Ensure that assessments of supply chain policies, procedures, controls, and performance is conducted and any deviations addressed in the country program where designated

• Take lead in donor and IRC Internal Audit process of the SC department, develop and support implementation of post-audit corrective action plans and other improvement plans.

Emergency response

• Provide technical oversight of all Supply Chain functions for emergency response.

• Ensure that processes follow IRC GSC standard operating procedures in all aspects as followed.

• Contribute to field leadership, be a voice for the supply chain team within the unit.

• Where applicable s/he will be sent to existing programs to gap fill or provide extra capacity to in country teams

Requirements

• Ability to commit to deployment on short notice for up to 12 weeks.

• University degree, and advanced professional certification in supply chain management (or equivalent work experience).

• At least 4 years of experience in managing humanitarian supply chain in multiple settings.

• Proven experience developing and managing supply chain/logistics functions in an INGO, including in emergency/conflict areas

• Demonstrated ability to identify, recommend and implement standard methodology approaches to ensure rapid, consistent, high quality management and service provision in an emergency environment

• Prior experience managing supply chain functions in large, sophisticated programs including NFI and drug distributions, international procurement, experience with USG, European, DFID and UN procurement regulations, and budget development and oversight.

• Demonstrated skills in building strong teams and establishing new operations, including strong ability to communicate and work effectively with senior management, operating and program staff and functions

• Strong computer, radio and communication equipment skills, and licensed and able to drive manual transmission, 4WD vehicles.

• Preference will be given to those bilingual in English and French, and Arabic and Spanish advantageous.

• Experience in Medical Logistics & Pharmacy advantageous.

• Experience in previous emergency contexts an advantage.

Standards of Professional Conduct:The IRC and IRC workers adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. 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, and Anti-Retaliation.

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

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of 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.

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