Summary
Date Posted: Friday, May 24 2024, Base Salary: Not Disclosed

JOB DETAILS:
The Senior Supply Chain Officer will:
• Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems in the PlayMatters country team office Program.
• Collaborate with Senior Finance Manager to ensure that internal controls are met with minimum bureaucracy.
• Work with Senior Supply Chain Manager and Senior Manager Operations PlayMatters to ensure effectiveness and implementation of the IRC’s standard operating policies and procedures.Capacity building of the PM staff to ensure that the staff possess the knowledge and skills to ably implement the IRC procurement standard operating policies and procedures.
Compliance:
• Ensure that Supply Chain policies and procedures comply with applicable IRC and funding source policies, procedures and requirements. All staff act in accordance with the policies.
• Maintain and update donor guidelines related to Supply Chain field (procurement, asset, etc).
• Monitor PlayMatters county program sections of budgets and track expenditure. Follow up as necessary including timely information and budgetary comments regarding any realignment.
• Finalize item forecast for the PlayMatters country program. Work with technical workstream leads and finance staff towards establishing the items forecast before the start of each grant ensuring they fit the activities in the budget, are donor compliant and realistic in terms of timing
• Ensure the project reports for assets are completed and submitted to the Senior Supply Chain Manager.
• Disposal of assets is reviewed annually, and donor requirements followed as necessary.
• Familiarize with various donor regulations.
• Implement IRC Standard Operating Procedures (SOPs) related to fleet management as well as the Vehicle Policy, ensuring adherence to all sections, with particular attention to safety and security issues.
• Raising Purchases for vehicles spare parts and vehicle repairs in collaboration with PlayMatters program driver and the IRC country transport manager.
• Ensure that the vehicle carries the required on-board documentation and that all documents are kept current (including insurance).
• Ensure that the vehicle is secure when not in use.
• Be familiar with local regulations / laws, and ensure that these are followed across the Program.
Training & Outreach:
• Proactively develop the skills of PlayMatters staff to understand and utilize Supply Chain tools and services to design and implement quality programming.
• Identify Supply Chain needs and ensure the issues are raised in new budget development.
• Ensure all PM staff are aware of and in compliance with IRC procurement, asset and stock management, transport, communications, etc., for them to clearly share this information.
Systems:
• Ensure procurement is done according to IRC and/or donor regulations.
• Ensure that staff participating in tender committees are trained and understand their roles and are certified.
• Ensure clear delineation of roles for procurement.
• Ensure the update of file and list of vendors in Kampala region.
• Ensure transport services are cost efficient and reliable.
• Ensure warehouse and stocks are secure, well managed and documented.
• Ensure assets and property are effectively managed, asset list is updated regularly, and assets are disposed according to IRC and/or donor regulations.
• Supply Chain works consistently with Security to maintain required security levels, awareness, and responsiveness.
Procurement
Specific responsibilities include:
• Work with program staff to develop item forecasts/ procurement plans and submit to Supply Chain Coordinator for review prior to upload in Integra/ ERP system.
• Establish Master Purchase Agreements/Master Service Agreement for frequently procured items.
• The implementation and / or maintenance of standard IRC procurement standard operating procedures (SOP).
• Ensuring that procurement is carried out in accordance to IRC and donor-specific polices.
• Attend all the procurement committee meetings.
• 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 required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Maintain Vendor information for regularly purchased items and be informed of current local market conditions.
• Request for vendors to be created in Integra by submitting all the supporting documents.
• Support and provide the appropriate trainings for procurement and program staff as required.
• Advise the Senior Manager Operations and Senior Supply Chain Manager of procurement- specific issues or improvements.
Fleet Management and Coordination
• Manage and be accountable for the fleet for PlayMatters country program, including ensuring that servicing and repairs schedules are adhered to and inventory management of all vehicle- related parts and consumables in collaboration with PlayMatters country driver.
• Ensure efficient, effective, and accurate fuel management of the PlayMatters country program vehicle, including engagements with fuel and lubricants service providers.
• Ensure that appropriate communications equipment is functioning in the PM country program vehicle to meet the operational and security requirements in collaboration with the PlayMatters country driver.
• Ensure the correct and timely routine maintenance and repair of the PlayMatters country program vehicle in collaboration with the PlayMatters country driver and Administration assistant.
• Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that PlayMatters country program vehicle logbook is accurately filled in collaboration with PlayMatters country driver.
• Ensure the vehicle is properly cleaned on daily basis in collaboration with the PlayMatters country driver.
• Work with the Senior Manager Operations and Senior Supply Chain Manager to ensure that vehicles are prepared for routine and emergency security requirements.
• Manage hired vehicles/Drivers in collaboration with the PlayMatters country driver and Administration Assistant.
• Make sure there is valid hire vehicles Master Service Agreements in collaboration with PlayMatters country administration assistant.
• Ensure that vehicles are fueled for day-to-day activities. Ensure that the fuel tank is not less than half of the fuel tank capacity in collaboration with the PlayMatters country driver. regional drivers.
Asset Management:
• Advise the Senior Operations Manager and Senior Supply Chain Manager of asset-specific issues or improvements.
• Update as per IRC requirements, the Asset register, Asset inventory list in Integra and expendable store inventory list and produce monthly reports.
• Monitor security of play matter’s assets and supplies.
• Receive completed store’s request forms and prepare the assets for issuance.
• Ensure assets are signed for received on the Equipment issue and receipt form.
• On a monthly basis, work with the Senior Supply Chain Manager and Senior Operations Manager to reconcile the asset register and Integra Asset tracking sheet and equipment issuance forms.
• Update the asset register and Integra Fixed asset records regularly.
• Conduct routine asset inspection and submit report to the Senior Operations Manager and Senior Supply Chain Manager in a timely manner.
• Keep an accurate and up-to-date record of asset inward and outward movement in the Asset register and Integra.

Expected Deliverables:
• Provide on-time, standard Supply Chain monthly reports to the Senior Supply Chain Manager and Senior Operations Manager. including fuel consumption report, maintenance report and any other reports requested by Supervisor.
• Generate and / or maintain an IRC Vendor database.
• Generate and / or maintain comprehensive price list for goods, services and equipment purchased by IRC.
• Produce routine payment projections for Finance.
• Establish MPAs for frequently procured items and make sure renewals starts three months before MPAs expire.
• Ensure that procurement lead time is as per the Country Program maximum number of days.
• Produce routine purchase status reports (item forecast and requirements) and send to all PlayMatters project staff.
• Well maintained fleet and good filing system for all vehicles
• Maintain full and accurate inventory records for warehouses, assets and furniture.
• Undertake (documented) monthly and ad-hoc physical inventory checks and 20% cycle counts.
Partnerships and GEDI
• Offer any other support to IRC partners as and when required to do so.
• Promote a safe and respectful environment by participating in safeguarding training and activities, and by supporting other colleagues to understand and comply with safeguarding policies. "

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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