Job Title

Supply Chain Manager/ Logistics

Band / Level / Grade

B7- Manger

Department

Operations

Location

Yemen, Aden with travel to Sana`a Al Dahale, Abyan and other field locations

BACKGROUND: 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 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

 

The IRC responds to people’s acute and longer-term needs with integrated programs that improve health and safety, prioritize children’s education, foster economic wellbeing, and empower communities to regain control over their lives. Our work gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, conflict sensitivity, coordination, and impact.

 

The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small project to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Al Dhale, and expanded later in Sana’a and Hodeidah in the North.  Currently IRC Yemen is operating in eight governorates in the south and north of Yemen through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

 

The International Rescue Committee (IRC) have been working in the Middle East and North Africa (MENA) for more than forty years. Today, the IRC has more than 2,200 staff working across the region, including in Iraq, Jordan, Lebanon, Libya, Syria, and Yemen to support those affected by some of the world’s most complex and protracted humanitarian crises.

 

SCOPE OF WORK:

 

The Supply Chain Logistics Manager is over responsible for leading, manage and execute IRC`s logistics  operations countrywide ensuring service delivery to IRC programs and  clients.

JOB SUMMARY:

Under the direct supervision of the SC coordinator the SC logistics manager is overall responsible for leadership and management of IRC`s logistics teams across the country ensuring provision of standard logistics services to IRC programs including warehouse management for both pharma and non-pharma warehouses, transport and fleet management, facilities maintenance and managements, ensuring compliance with IRC and  donor policies and operational standards, the SC logistic manager is also responsible to ensure implementation if IRC  Integer (Microsoft Dynamics 365 ERP system). 

WORKING RELATIONS:

Position Reports to: Supply Chian Coordinator

Position directly supervises: warehouse officers/ assistants, assets management officers, fleet officers, facility maintenance staff. program staff from each sector.

Other Internal and/or external contacts:

Internal: Supply Chain procurement teams, HR & Administration, Program staff, Finance, Grants, Field support staff.

External: Logistics cluster, IRC partners, May serve as IRC supply chain representatives in outside meetings, other non-governmental organizations, inter-agency groups and foundations.

MAIN RESPONSIBILITIES:

 

Supply Chain Planning

 

The Supply Chain Manager - Logistics is responsible for working closely with internal and external partners to ensure

effective supply chain planning and preparation to support program implementation. Supply chain planning

includes:

ln collaboration with program Coordinators/Managers and internal and external partners to support program implementation. Ensure program teams develop distribution plans for supplies and assets of closed grants in the warehouses, coordinate with supply chain field staff to ensure that there is sufficient space in warehouses before Sending program supplies to the field sites, ensure that supply chain department (Warehousing and Assets, Transport, Maintenance and Facilities) is well staffed and roles and responsibilities of each have clear job description. Preparing, warehousing plans, transport plans and distribution plans. implementing all IRC inventory and Assets procedures and policies, Transport and facilities Management policies. Develop sourcing strategies and relationships with suppliers for Vehicles and truck rentals and Generator Maintenance. Actively participate in supply chain meetings, and leading sessions as required.

inventory, warehousing and Assets Management

Inventory control, including drug storage, Cold chain, buffer stock, contributions in kind stock (ClK) and food commodities Implement the IRC inventory policies to all project items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable. Develop and ensure material distribution plans and up-to-date and being adhered to. Coordinate inventory disposal procedures Developing of assets maintenance plans as per IRC policies, including repairs and insurance coverage process. Conduct Asset and properties needs assessment for the office and Guest houses. Handle asset and property disposal management Ensure that the grants inventory and asset report is accurate, regularly produced, reviewed and approved before the grant closing date. Create Counting Journal - 20% sample count on quarterly basis and liaise with Supply Chain Coordinator for selection of items to be counted Create and print Counting Journal for Annual and End-of-Grant Count With support from other departments, Perform Physical inventory Count Record and post Counting Results into IRC inventory management system. Generate On-hand inventory reports and share with program/Requesters on weekly basis. Create and post an inventory Adjustment Journal (Adjust ln and out) to record inventory discrepancies (Damaged, expired, found etc.) Create and Post inventory Adjustment Journals for vendor samples acquired through the RFP / RFQ process.

Logistics and Fleet Operations

Work with the Supply Chain Coordinator to design a suitably staffed and equipped transport function to support the IRC's vehicle operations and policies. Implement and ensure IRC standard Vehicle policies and procedures, with particular attention to safety and security issues. implement country fleet management policies that are consistent with transport requirements. Dissemination and adherence of the vehicle safety policies by all vehicle users. Conduct transport need assessments, develop and monitor fleet movement plans, vehicle repairs, drivers assignment, vehicle safety, and fuel consumption. Develop vehicle management cost analysis and compile carbon emission reports, ensure fleet legal status (customs clearance, registration, licenses, insurance) are up to date. Regular issuance, review, and use of vehicle monthly reports to inform strategic decision-making process. Manage and be accountable for the vehicle fleet, ordering and inventory management of all IRC vehicle related parts and consumables, including fuel. Ensure that appropriate communications and tracking 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. Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, etc. Prepare weekly and monthly reports on the transport department and discuss them with the Supply chain coordinator, Work with the supply chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements

 

Pharmaceutical Supply Chain

ln collaboration with the health team, ensure forecasts and supply planning for pharmaceutical supply are created for all health projects by project start date. With the guidance and support from global pharma leadership develop a supply strategy for the supply of pharmaceuticals (global, regional, national) including freight. Ensure implementation of the IRC pharmaceutical quality assurance policy, associated SOPs and procedures for Cold Chain standard methodology in the warehouse and in local transport. Ensure adequate drugs management and transportation tool and materials are available for the effective management of medicines. Support the Pharmacist in completion of the Good Distribution Practice Assessment and work towards the improvement plan

Facilities Maintenance

Conduct regular inspection of offices and warehouses ensuring building structure, fittings, plumbing and taps, wiring and electrical sockets, lighting, doors and windows, tiling, carpentry, painting etc. are regularly maintained and constitute a safe working environment for IRC staff. Routine inspection of household equipment including air conditioners, UPS, batteries, fire extinguisher, fans and other electrical appliances and address repairs and maintenance, ensure they are in working condition. Have them repaired promptly in case of malfunction. Ensure fire alarm and other protection systems are in perfect working. Ensure that repairs done by the SC officer-Facilities & Maintenance and external parties in all IRC facilities in Aden are completed on time, Work with the DDO, SC Coordinator & Supply Chain Officer-Facilities & Maintenance to determine office spaces and inventory required for staff needs and to implement the outcomes of any such discussions. Ensure procurement and distribution of household equipment, cleaning and kitchen supplies and materials for facilities) and follow up with Supply Chain Officer-Facilities & Maintenance as required. . Keep track of and ensure timely payment for office, warehouse, and guesthouse utilities (water, electricity, and other utilities).

Staff management

Establish and promote ethical, professional working relationships between staff and other teams/ stakeholders. Preserve close, open and professional relationships with all staff. Work towards strengthening staff’s team spirit by demonstrating good leadership. Address any issues that arise within the framework and spirit of IRC policies and rules of professional conduct. Support staff in implementation of HR policies including performance evaluation, staff development, and disciplinary measures. Ensure attendance and leave management of all direct reports and where applicable coordinate with technical management partners. Provide comprehensive orientation on IRC polices and logistic systems and procedures to all new staff. Support recruitment of Supply Chain staff (written tests and interviews) through the effective utilization of the IRC supply chain competency matrix. Assess supply chain staff proficiency and training gaps and develop appropriate intervention programmes . Deliver Training and development programmes to Supply Chain Staff . Coordinate trainin8 and maintain training records

Compliance

·       Ensure adherence to IRC and Donor policies and procedures

·       Ensure health, safety and security protocols are always followed, and take timely corrective actions as required and in consultation with supply chain coordinator and deputy director of operations (DDO).

·       Promptly inform supply chain coordinator of any areas of concern for potential or suspected violations of policies and procedures.

·       Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC [team/office]

·       Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies. 

·       Educate/raise awareness among the community and clients about the existing feedback mechanisms and response processes