Emergency Supply Chain Coordinator

Main Purpose of the Job

The international Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

The IRC has been working in Afghanistan since 1988; providing emergency services, health education, water & sanitation, shelter infrastructure, education and governance and rights protection.

The Emergency Supply Chain Coordinator will be an integral member of the country management team and reports directly to the Sr. Deputy Supply Chain Coordinator in country and technically to the Deputy Director Operations (DDO) and Regional Supply Chain Director Asia (RSCD). This position will support the existing country program procurement emergency response and is responsible for the timely management and delivery of emergency procurements will be carried out in country and oversee. The overall responsibility of the position holder is to rapidly and effectively design, develop and manage the IRC’s on-site humanitarian response to meet the immediate needs of the affected population through collaborative approaches and coordination with different program budget holders. The Emergency SC Coordinator 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.

In close coordination and collaboration with Sr. SC Co, RSCD and DDO, the Emergency Supply Chain Coordinator will.

• Collaborate and coordinate with different Programs and Finance to ensure integrated and harmonized operational System is in place and all emergency procurements are carried in timely manner and delivered to the designated field sites.

• Follow up with different projects budget holders to ensure normal and emergency procurement plans are up to date and procurements are prioritized based on each project needs.

• Maintain regular meeting and virtual calls with relevant stakeholders including Field Coordinators and Technical Coordinator in expediting procurement of goods, services and works need to respond the current situation across the country.

• Ensures Hawala services MSAs are up to date based on the context need and effective and efficient communication is in place with finance, program and other stakeholders

• Ensures all Master Purchase Agreements (MPAs) Master Service Agreements (MSAs) are up to date and covers the maximum need of different project deliverables.

• Ensures all procurements are compliant with IRC and its donors set forth rules and regulations

• Maintain an up-to-date vendor lists and expand sourcing out potential and reliable local and International Suppliers/Providers to respond the emergency Procurements.

Responsibilities

• Prioritize all emergency procurements and ensure they are carried out in according to IRC global Standard Operating Procedures and donor rules.

• Maintain an effective procurement action plans where all existing and future procurement needs are categorized, sourced and procured in timely manner.

• Maintain effective control on managing the Budget verses Actuals (BvA) Supply Chain Dashboard ensuring submitted Purchase Requests (PRs) are accepted and tracked on time.

• Meet with different budget holders on their current and future planned project procurement needs identification and ensure MPA/MSA are in place for goods or services required repeatedly.

• Provide on the job capacity building and procurement refresher trainings to the Kabul and filed staff ensuring SC staff perform their duties in compliance with IRC and donor’s rules and regulations.

• Provide weekly update on all emergency procurements to the budget holders and Senior Management Team and raise concerns where supports are needed.

• Maintain strong internal control to ensure fraudulence actions are detected and risks are mitigated •

Policy Compliance.

Ensure all procurements are carried out in compliance with IRC Global SOPs and set forth policies and are well respected by all staff carrying out procurement across the mission.

• Ensures IRC and donors guidelines, SOPs and policies are always followed (Procurement, asset, fleet, etc)

• Maintain regular meeting and discussion with Compliance Department ensuring all procurement carried out do not have missing/gaps or compliance issues and take an immediate corrective action where needed.

Planning:

• Emergency Procurement Plans (EPP) are developed and approved in compliance with IRC Global EPP SOP and communicated to different stakeholders.

• Keep all existing and new projects Procurement Plans up to date and share with stakeholders on weekly basis and see their input for PRs to be submitted as committed.

• Closely work with Sr. SC Co, Deputy SC Co and Program team on emergency procurements and needs assessment in the areas of intervention and prioritize those needs

• Participate in Program weekly spending progress meetings and provide update on the status of their requested procurements.

• Closely work with RSCD, DDO, Technical Coordinators and Sr. SC Co for sourcing local and Intl suppliers for potential emergency health or other program supplies. Working with IRC Pakistan for purchase of medicine, medical supplies/equipment and other project goods such as NFI to be sourced and organized delivery to Afghanistan

• Ensure vendors, providers and Hawala dealers’ payments are categorized and submitted on time to finance for reimbursement.

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

• To ensure no procurements deviation are in practice across the mission and any such case identified to be documented, and timely reported for approval/guidance from SMT.

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

• The grant inventory report is accurate, shared on time, reviewed, and approved before the Grant closing date.

• All closed grants inventories are approved by donor for transfer or distribution/disposal plan are in place with relevant project team

• Identifies and sets mitigation action 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.

• Bring into SMT attention any delays, risks or challenges on timely manner for an immediate corrective measure.

• Visit projects filed site with program on need assessment and other SC related activities and make an action for the execution

• Maintain quarterly and weekly updated Emergency Procurement Action Plans and share with relevant team and SMT.

• Ensure OFAC regulations are complied

• Ability to commit for an immediate travel to field sites, plan emergency procurements and deliver to the field sites in close coordination with logistics unit.

• Perform any other relevant duties and responsibilities assigned by the supervisor or SMT.

Staff Management:

• Identify staffing and or skill gaps and see that these gaps/needs are filled and support the procurement recruitment in Kabul as well as in the field sites once approved by SMT.

• Provide feedback through regular performance evaluations.

• Ensure that any staff discipline follows a progressive methodology that provides for clear and structured improvement.

• Develop long term plan for continued quality leadership by providing staff development and succession plans.

• Ensure all SC and None-SC staff involved in Procurements receive Procurement Certification Training before they are engaged either in direct procurement or be part of procurement committees

Requirements

• Bachelor’s Degree in business administration, Operations Management or similar field and A Master’s Degree with demonstrable experience in Supply Chain Management, Supply Chain, Business Management or related fields is preferable

• At least 5-8 years progressive Procurement/Supply Chain Management with UN-INGOs and any other Intl humanitarian organizations.

• Experience working with donors including USAID, OFDA, BPRM, UNHCR, DFID, ECHO, SIDA, SV, EU/EC and Knowledge of specific donor guidelines.

• Field experience of managing a large multi-site Supply Chain Operation and an international work experience in multiple countries preferable

• Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure.

• Experience in mitigating risk of fraud

• Strong organizational, interpersonal and communication skills.

• Strong analytical skills and computer competency with word processing, spreadsheets, databases and other IT skills.

• Possess leadership qualities and willing to exercise initiative.

• Strong work ethic and pro-active problem solver.

• Willingness to participate, contribute and lead the team under challenging working and living conditions.

• Spoken and written English fluency preferably with command of Pashto and Dari.

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.