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Supply Chain Assistant

Kiryandongo

  • Organization: IRC - International Rescue Committee
  • Location: Kiryandongo
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
    • Logistics
    • Supply Chain
  • Closing Date: Closed

Requisition ID: req51669

Job Title: Supply Chain Assistant

Sector: Supply Chain

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: Not Applicable

Location: Kiryandongo, Uganda

Work Arrangement:

Job Description

Organization Background
The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home. 
The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Lamwo, Moroto, Kyaka and West Nile. 
Job Overview
Reporting to the Supply Chain Officer, the Supply Chain Assistant is responsible for the efficient coordination and management of all warehousing, inventory transport, fleet, and equipment management functions for IRC’s office in Kiryandongo. The position will also be responsible for the standardization of policies and implementation of good warehousing and fleet management practices in Kiryandongo Field Office.
Duties and Responsibilities
•Understand, implement and or maintain standard IRC inventory management policies and procedures.
•Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s).
•Advise the Supply Chain Officer of potential inventory shortages.
•Manage casual laborers in the warehouse.
•Ensure the maintenance of warehouse building(s), fittings and equipment.
•Implement and ensure clear safety procedures.
•Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.
•Advise the Supply Chain Officer of warehouse-specific issues or improvements.
•Maintain the Warehouse activity, book recording all outgoing and incoming receipts and activities.
•Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
Fleet Management
•Work with the Supply Chain Officer to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies.
•Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.
•Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles related parts and consumables, including fuel.
•Evaluate, manage, and monitor drivers.
•Supervision of IRC mechanics and general management of vehicle spare part stores and garage.
•Manage the vehicle pool (if applicable).
•Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.
•Ensure the correct and timely routine maintenance and repair of IRC vehicles and generators.
•Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
•Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles logbooks are accurately filled.
•Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc.
•Ensure all vehicles are properly cleaned on daily basis.
•Prepare weekly and monthly report on the transport department and discuss with Supply Chain Officer.
•Signing on vehicle fuel forms for refueling and keeping accurate records and monitoring system on fuel consumption.
•Work with the Supply Chain Officer to ensure that vehicles are prepared for routine and emergency security requirements.
•Ensure that all vehicles are secure when not in use.
•Be familiar with local regulations / laws.
•Any other duties as may be assigned by the supervisor.
Goods reception and transport 
•Assist in receiving all supplies.
•Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.
•Responsible for arranging and overseeing the transportation of goods in accordance with IRC procedures.
•Prioritize dispatch needs in conjunction with program.
•Prioritize air road transport in coordination with the program department and field sites.
•Where necessary organize or carry out the transportation of goods to the carrier premises for onward road shipment.
•Supervise truck loading and documentation follow up.
Warehousing and Inventory
•Monitor security of IRC’s storage and supplies.
•Receive completed store’s request forms and prepare the goods for issuance.    
•Ensure goods and equipment are signed for received on the request form (office expendables) or waybill (all other items).
•Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.
•On a monthly basis, work with the Supply Chain Officer to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms.
•Update the stock record cards regularly.
•Conduct routine inventory inspection and submit report to the Supply Chain Officer in a timely manner.
Asset Management:
•Advise the Supply Chain Officer of asset-specific issues or improvements.
•Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
•Monitor security of IRC’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 Supply Chain Officer to reconcile the asset register and Asset tracking sheet and equipment issuance forms.
•Update the asset register regularly.
•Conduct routine asset inspection and submit report to the 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.

Qualifications

•Bachelor’s Degree in Procurement and Logistics Management 
•Minimum two years’ work experience in warehouse and Fleet Management.
•Knowledge of generic Supply Chain management systems and forms.
•Physically mobile, able to lift 30kg without strain.
•Competent in spoken and written English
•Good mathematical skills.
•Competent use of pc especially spreadsheets (format / sort / filter).
•Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across cultures and organizational units. 
•Able to work effectively in a highly matrixed structure.
•Strong financial management and budgeting skills.
•Excellent training and coaching ability.
•Ability to work in remote field offices.
•Strong sense of personal integrity.
•Attention to detail.
•Ability to multi-task.
•Team spirit and problem-solving abilities.
•Flexibility and adaptability
•Desire to learn.
Please note: Deadline for receiving applications is 16th May 2024.
Professional Standards
IRC workers must adhere to the values and principles outlined in the IRC Way - Standards for Professional Conduct.  These are Integrity, Service, Accountability and Equality.  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 & Equal Opportunity
IRC is an Equal Opportunity Employer and we value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.


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