Supply Chain Officer Warehouse and Assets-Readvertised

Job Description

Organization background:

Founded in 1933, the International Rescue Committee is a world leader in relief, rehabilitation, and post-conflict development services for those uprooted or affected by violent conflict and oppression. The IRC is currently working in over 40 countries around the world, addressing both the immediate and lifesaving needs of conflict affected people in emergencies and the reconstruction needs of post-conflict societies.

The IRC began programming in northern Uganda in 1998 in response to mass displacement and devastation wrought by rebel group, the Lord’s Resistance Army. In 2002, the IRC expanded to the remote, conflict-affected region of Karamoja and in 2011, began working with refugees in Kampala and Kiryandongo settlement. Monitoring the influx of South Sudanese refugees at the end of 2015, the IRC began scaling up its response to refugees arriving in the West Nile region. By promoting durable solutions that deliver on the interdependent aims of saving lives, strengthening institutions, and supporting social cohesion, the IRC in Uganda is laying the building blocks for long-term stability and development - bringing people from harm to home. The IRC currently works in regions of Karamoja, northern Uganda, West Nile, Southwest, and Kampala providing life-saving services to conflict-affected and displaced refugee and host community.

Scope of Work

This position will serve to co-ordinate and undertake the effective functioning of the asset management processes based on required internal control measures.

Reporting to the Senior Supply Chain Manager, the Supply Chain Officer – Warehouse and Assets is responsible for ensuring the overall care and maintenance inventory at the Kampala stores, and updating, tracking and reconciliation of assets for the IRC Uganda country program.

Duties And Responsibilities

Assets Management:

The Supply Chain Officer-Warehouse & Assets is responsible for recording, reporting and safe keeping and recording all IRC country program assets and equipment. He/she will be responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors’ rules and regulations.

• Ensure the Implementation of IRC Asset policies in all IRC Uganda Country Program-Asset maintenance and tracking.
• Ensure all IRC assets are recorded on the Fixed Asset Register (FAR) as per IRC Asset management procedures and policies taking into consideration Donor requirements.
• Manage random asset inventories to check the monthly asset follow-up reliability and take the needed corrective actions.
• Ensure that all staff adheres to the asset management policy through trainings and guidance on asset management practices.
• Ensure donor compliance on donated assets to partners and disposal is properly adhered to at the field operation areas.
• Conduct physical count of assets and verification on quarterly and yearly basis and report discrepancies (loss, sold, damages, unserviceable, returned to donor, under repair property/assets) if any and present to management with appropriate suggestions and recommend corrective actions
• Ensure that adequate checks are in place, all assets are accounted for and the recovery of IRC assets from staff at the end of their time working for IRC
• Ensure that monthly, quarterly, and yearly spot checks and counts of assets are conducted in all field locations and supporting documentation is kept update and reported accordingly.
• Ensure that all assets are insured and damages to assets are claimed on time.
• Ensure compliance with Supply Chain Management policies to implement the improvement of operational controls as reported on by Internal Audit.

Warehouse and inventory management

• Order tracking and supplier liaisons to ensure timely delivery of items.
• Accountable for implementation of warehouse and use of Integra inventory management module.
• Accountable for creation of movement journals and monthly physical and system counts at the designated warehouse.
• Ensure warehouse layout and design is properly implemented and utilized for better storage
• Ensure effective inventory tracking, monitoring and control.
• Supervise delivery and dispatch items commodities, create timely and accurate product receipts
• Ensure that warehouse’s cleanliness, health, and safety requirements are met
• Ensure that stock control procedures are in place and are properly adhered to
• Accurate record keeping and creation of waybills and gate passes following the prescribed approval flows
• Prepare periodic/monthly country inventory reports

Compliance And Ethics

He/she will be responsible for implementing donor rules & regulations for assets and inventory management, identifying, and analyzing compliance risk processes through: -

• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Identifying and reporting Assets and inventory management red flags,
• Implementing internal and external audit corrective action plans (CAPs).

Reporting

The Supply Chain Officer Warehouse and Assets is responsible for preparing and submitting accurate: -

• Timely preparation and sharing of standard weekly, monthly, quarterly, and ad-hoc Assets and inventory reports.
• Actively contribute to development and implementation of Global Supply Chain KPIs and Improvement initiatives.
• Contribute to the timely preparation of monthly Supply Chain Management Reports for submission to Global Supply Chain

Supply Chain Officer Competency’s Matrix

• The Competency matrix is the primary supporting document to this job description, and he/she must ensure that all tasks are preformed to standard.

Key Working Relationships

Position Reports to: Senior Supply Chain Manager

Other Internal And/or External Contacts

Internal: Regular relationships with program staff, operations, and country Supply Chain staff at all levels.

External: Vendors and service providers.

Qualifications

• Bachelor’s degree or equivalent in Supply Chain, Logistics, Business Administration, or related field.
• 3 years of work experience in supply chain operations.
• Good collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across cultures, organizational units and suppliers.
• Broad knowledge and experience in Assets management plans, strategies, market analysis.
• Good analytical and negotiation skills.
• Excellent skills in conducting market analysis and distribution strategies.
• Able to work effectively in a highly matrix structure.

Please note: Deadline for receiving applications is 25 th April 2023.