International Rescue Committee
The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria – more than half of the country’s population – need humanitarian assistance, with conditions increasingly exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes, and infrastructure will take years to repair.
IRC offers a robust humanitarian response to the Syria crisis, a rapidly expanding portfolio supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon, and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and the rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including access, security, funding, and coordination.
Job Overview/Summary:
Supply Chain Coordinator is a key position to the success and delivery of quality programs. IRC Supply Chain functions include procurement, logistics, inventory management, property, Asset management, and vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution, and monitoring of supply chain activities for the Syria Country Program. The Supply Chain Coordinator is also responsible for maintaining and increasing performance quality throughout the Supply Chain team in Northeast Syria in collaboration with Field Director and respective supply chain management team members
Responsibilities:
Supply Chain General Management
• Ensure timely and responsive and provide oversight to the Supply Chain department to ensure it is aligned with applicable policies, due diligence, procedures, and regulations.
• In liaison with Field Director, oversee compliance in the field and attend to any performance issues observed or reported to ensure correction measures are set and implemented.
• As part of contract management, monitor utilization regarding meeting terms and conditions and vendor performance to ensure satisfactory service delivery and achieving value for money.
• Provide technical oversight and support to field management for field facilities, asset, and inventory control in line with policies and procedures to meet program needs.
• Disseminate IRC Supply chain policies and procedures to ensure adequate staff awareness and are in complaint and meeting the requirements. Furthermore, in liaison with Field Director, work actively with field management to ensure consistency while implementing IRC standard operating policies and procedures.
• Collaborate with the Finance department to ensure that internal controls are met and ensure operations efficiency.
• Proactively engage with field management to support staff in enhancing their know-how and applying the supply chain tools to design and implement quality programming.
• Proactively engage with the Partnership department to stay up-to-date on partnership development and engagement plans. Ensure adequate capacity dedicated for partnership and mobilize resources for PAA activities, Supply chain on-job support, capacity building initiatives, and performance reviews as deemed necessary.
• Oversee the implementation of corrective measures and risk mitigation plans to address any gaps or shortcomings flagged by internal/external audit reports.
Supply Chain Planning
The Supply Chain Coordinator is responsible for supply chain activities, planning and developing supply chain plans to support program implementation, and coordinating closely with internal and external stakeholders. Supply chain planning includes; procurement plans, warehousing plans, transport plans, staffing plans, distribution plans, and training plans.
• Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers and Field Director.
• Ensure that the program team develops a distribution plan for supplies and assets and have attention to items with closed grants in the warehouses in the field.
• Coordinate with field management and guide the supply chain field staff on ensuring sufficient space in the warehouses before sending program supplies to the IRC field sites or partnership-designated locations inside Syria. And the Goods Distribution Programming (GDP) minimum standards are applied.
• Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.
• Ensure that the supply chain department has adequate staffing and that roles and responsibilities are realistic and incorporated in job descriptions.
Procurement Management
The Supply Chain Coordinator owns, manages, and drives IRC in-country procurement strategies, policies, and procedures; the Supply Chain Coordinator ensures all country program procurement needs are met on time under GSC standards.
• Ensure compliance with IRC and donor policies in procuring program supplies and assets.
• Ensure review and execution of procurement contracts in a timely fashion
• Ensure Implementation of GSC SOPs in the Northeast Syria offices and the Erbil operational office.
• Contribute to ‘Whole of Syria’ transition plans in procurement planning for country program requirements across all areas.
• Contribute to framework agreements approach for recurring procurements of products and services to achieve economies of scale, better contractual terms and conditions, and value for money.
• Make sure supply chain monthly, and quarterly reports are submitted on time to FD, DDO, and RSCD. Including reporting on Key Performance Indicators (performance scorecards) and BvA.
• Organize procurement training sessions for procurement / tender committees in North East Syria and non-supply chain staff if necessary.
• Review procurement documents before payments.
• Ensure all Suppliers/service providers’ Information, history and performance are filed and kept confidentially in all offices.
• Ensure supply chain staff assigned conduct Market Surveys and analysis quarterly and share with the extended senior management team.
• Identifying fraud and corruption red flags and promptly address to the direct manager and – or through IRC reporting mechanisms.
• Establish a reasonable and appropriate lead time for all procurement of program supplies and delivery of goods to the program sites.
• Work with Field Director and respective field management to ensure effectiveness, countrywide uniformity of supply chain structure, and implementation of the IRC’s standard operating policies and procedures.
• Manage international procurement for North East Syria from international vendors, managing their transit through Erbil and into NES, including facilitating all needed transportation and clearance required. And follow up on international vendors’ payments.
• Keeping track of IRC Syria BIS license utilization for IT equipment/software delivered inside Syria.
Inventory Management
The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouse operations for the country program and ensuring their excellent records keeping, implementing inventory standard operating procedures and control as GSC provides.
• Ensure Implementing IRC inventory policies in all IRC Syria CP offices/locations.
• Produce grants ending and year-ending inventory reports on time.
• In liaison with the Field Director, monitor and check warehouses/stores safety is IRC standard through the supply chain assessment tool.
Assets Management
The Supply Chain Coordinator is responsible for procuring, maintaining, safekeeping, and recording all IRC country program assets and equipment. The Supply Chain Coordinator is responsible for all aspects of asset management’s administrative, financial, capital, and operations, following IRC and donors’ rules and regulations.
• Ensure the Implementation of IRC Asset policies in all IRC Syria CP offices/locations.
• Asset maintenance and tracking
• Disposal process
• Ensure spot-checks are done systematically, documented, and reported for all IRC assets, inventory and equipment at least once a year.
Vehicles & Transport Management
The Supply Chain Coordinator oversees all IRC country fleet (if any) and transportation activities inside Syria, ensuring that all IRC fleet operations are conducted with adherence to IRC vehicles policies and procedures, including vehicle procurement, vehicle movement, maintenance, and reporting accuracy.
• Ensure all IRC vehicles (if any) or vehicles of used service providers inside Syria are in good condition and well maintained
• Where applicable and IRC fleet is available, ensure local fleet management policy is implemented and followed by all in all IRC Syria offices/locations.
• Regularly review fuel consumption management for IRC vehicles (if any) or the contracted transport service providers allocated to programs.
• Implement vehicle tracking through technological solutions and advise on more efficient movement plans for vehicles.
• Review monthly vehicle and transport services reports and support the supply chain staff inside Syria.
• Implement due diligence process on Drivers’ selection, background/reference checks, and contract management.
Pharmaceutical Supply Chain
• In collaboration with the health team, ensure forecasts and supply planning for pharmaceutical supply are created for all health projects by the project start date.
• With the guidance and support from global pharma leadership, develop a supply strategy for pharmaceuticals (global, regional, national), including freight.
• Ensure the IRC standard pharmaceutical inventory tracking tool is in place and accurately maintained in each location
• Ensure implementation of IRC pharmaceutical quality assurance policy, associated SOPs, and procedures for Cold Chain standard processes in the warehouse and local transport.
• Ensure adequate drug management and transportation tools and materials are available to manage drugs effectively.
Compliance and Ethics
The supply Chain Coordinator is responsible for identifying and analyzing compliance risks in the supply chain process, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans, and ensuring all supply chain activities are conducted ethically.
Learning and Development:
The Supply Chain Coordinator is responsible and accountable for supervising all supply chain learning and development initiatives in the country, assessing training needs, and developing training plans for supply chain staff. And keeping a proper record of such training signed certificates on the box.
Supply Chain Coordinator Competencies matrix:
The Supply Chain Coordinator must ensure that all tasks are performed to standards. The Supply Chain Coordinator is accountable for the competencies matrix implementation and responsible for its duties and requirements.
Staff Performance Management, Learning & Development
• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity-building approaches to build the strengths of the teams in Syria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to perform successfully in their positions.
• Approve and manage time, attendance, and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally monthly.
• Provide a measurable development plan, including on-the-job learning to strengthen technical capacity, exchange knowledge within the team, and provide guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these per the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to perform successfully in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of the succession plan and nationalization goals, identify, train and develop the capability and capacity of national staff to successfully transition roles and responsibilities by the end of the assignment.
Required Experience/qualification/Skills:
• University Degree, minimum seven years of progressive Supply Chain professional experience or equivalent education and experience.
• Exposure to Humanitarian supply chain management and experience with INGO is an asset.
• Demonstrated success as a Supply Chain leader across all fields within the supply chain, including planning, procurement, and logistics
• Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, fleet and Transport management, inventory, property, and asset management
• Familiarity with donors (US government, European, UN) policies and regulations is an asset.
• Strong collaborator and influencer with practical interpersonal and analytical skills who can work seamlessly across countries, cultures, and organizational units
• Strong leadership qualities and willingness to exercise initiative. Ability to set an example of leadership for staff in adhering to IRC management policies.
• Demonstrated experience in remote management, including but not limited to providing technical support and delivering staff training on a remote basis.
• Ability to handle sensitive situations diplomatically with strong interpersonal and communication skills.
• Able to work effectively in a highly matrixed structure
• Strong financial management and budgeting skills
• Excellent training and coaching ability
• Ability to travel to remote field offices.
• Full professional competency in Microsoft Office Suite, especially Word, Excel, and PowerPoint.
Demonstrated Skills and Competencies:
• A commitment to IRC’s mission, vision, values, and IRC Way – Professional Code of Conduct.
• Credible written, presentation, and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
• Validated a sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior-level management and all other partners to enhance cooperation and productivity.
• Curiosity, a desire to continually learn and develop, and a sense of humor are necessary.
• Analytical ability in creating practical solutions to complex matters while adhering to labor laws and internal policies.
Language/Travel:
• Fluency in English is required, and fluency in Kurdish and – or Arabic is an asset.
• Travel: 40% to field sites inside Northeast Syria, Erbil, and attending regional and global workshops and meetings as needed.
Key Working Relationships:
Position Reports to Field Director, Northeast Syria
Position directly supervises North EAST SC staff (procurement + logistics) + SC Manager in Erbil.
Indirect Reporting: Deputy Director Operations, Regional Supply Chain Director
Key Internal Contacts: Field Director, Regular relationships with HQ, regional and country Supply Chain staff at all levels, Deputy Director of Operations, Country Director, and Interacts with IRC Program departments
Key External Contacts: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups, and foundations.
Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability, and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.
Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.
Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.
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.
Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.
How to apply
https://rescue.csod.com/ux/ats/careersite/1/home/requisition/36949?c=rescue