Emergency Response Supply Chain Coordinator
NGO Jobs / UN Jobs Vacancy
IRC’s Emergencies & Humanitarian Action Unit
The IRC’s Emergencies & Humanitarian Action Unit (EHAU) is responsible for IRC’s global emergency preparedness and response activities. The mission of the EHAU is to expand and improve IRC’s ability to help affected communities survive in acute emergencies and hard to reach contexts by investing in people, systems, and solutions to sophisticated humanitarian challenges. The EHAU team achieves this mission through ongoing thorough risk analysis, investing in capacity strengthening of frontline humanitarians, partnership with local actors, offering collaborative support and technical assistance to teams working in emergencies and hard to reach places, and deploying and supporting world class emergency response staff as they help people affected by acute crisis situations.
IRC Global Supply Chain
Global Supply Chain (GSC) provides supply chain support to all IRC offices worldwide. GSC specialists ensure that supply chain activities are designed and implemented to effectively support program delivery, in compliance with applicable internal policies, procedures and donor requirements.
Scope of work
The IRC ERT staff is expected to be deployed in the field, either in an emergency or roving capacity, for up to 65% of the time and able to deploy to the site of an emergency within 72 hours of notification; emergency deployments take precedence over other duties.
Members of the ERT are deployed to either support existing country programs in their emergency response, or to initiate a new program in the crisis zone. The overall responsibility of the team is to rapidly and effectively craft, develop and lead the IRC’s on-site humanitarian response to meet the immediate needs of the affected population. The ERT is also responsible for supporting the transfer of responsibilities and knowledge to the long-term staff to ensure the continuity of IRC programming and operations.
S/he is a member of the (GSC) and the (EHAU). During emergency deployments ERT staff will work under the direction of IRC’s Emergency Country Director or designated country emergency lead. During times with no acute emergency deployment the Coordinator will report to the Regional Supply Chain Director.
- 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
- 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,
- 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
- 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.
- 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
- 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
- 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.
- Work with the Emergency Unit and high risks country programs to implement emergency preparedness through in country training, mentoring and remote technical support.
- Participate in, and contribute to content for Emergency Unit trainings and conferences
- University degree, and advanced professional certification in supply chain management (or equivalent work experience)
- 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
- Bilingual English and French preferred, and Arabic and Spanish advantageous
- Experience in Medical Logistics advantageous
- Experience in previous emergency contexts an advantage.
EHAU strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a unit and deliver the best possible services to our clients.
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 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
Narrowing the Gender Gap: The International Rescue Committee 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 a flexible hours (when possible), maternity leave, transportation support, and gender-sensitive security protocols.
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