Overview
The Supply Chain Manager is responsible for the efficient coordination and management of all procurement functions for IRC’s office in Juba, and for the standardization of policies and good Procurement practices across all field sites.
Key Responsibilities
- Assist in the development of in-country Procurement policies and procedures.
- Monitor policies and procedures to ensure they are updated and relevant.
- Ensure compliance with policies is documented through verifications.
- Provide support to other departments to ensure compliance.
- Inform of any areas of concern or potential violations of policies.
- Ensure there are no negative audit observations related to Procurement.
- Develop and implement corrective actions for audit findings.
- Standardize issues of compliance across all field sites.
- Responsible for creation and management of list of Authorized Suppliers.
- Update list on a regular basis and circulate to relevant staff.
- Responsible for Due Diligence checks for Authorized and Contracted Suppliers.
- Manage Contracted and Authorized Suppliers in terms of quality, delivery time, value for money.
- Conduct regular market surveys in key procurement categories.
- Focal point for all international procurement conducted through the New York.
- Prepare Requests for Proposal and manage contract/tender processes.
- Follow up on documents and ensure all procurement records are complete and accessible.
- Monitor procurement records to ensure full and clear documentation.
- Prepare monthly Close out Check list coordinating with finance.
- Coordinate with Program Managers on Purchase Request Tracking report.
- Consolidate all Purchase Request Tracking from Country field office reports.
- Share report with Supply Chain coordinator/ Senior Supply Chain Officer and other internal departments.
- Analyse Purchase Request / Item Forecast Tracking.
- Prepare Finance-related reports such as Cash Projections and BvAs/Integra.
- Ensure that all Procurement Plans are developed for each grant and updated.
- Organize Procurement trainings for program and operations staff.
- Develop and maintain an effective orientation package for new staff.
- Ensure Procurement department maintains cooperative relations with other departments.
- Identify training needs for Procurement staff.
- Set clear performance objectives for supervised staff.
- Conduct interim performance reviews and hold one to one feedback discussions.
- Conduct annual performance evaluations for directly supervised staff.
- Manage poor performance and disciplinary issues.
- Ensure staff annual leave is tracked and planned.
- Review and approve/endorse timesheets and travel and leave requests.
Required Experience
Experience in administration and management, with not less than five years as Procurement Manager or similar position, three years of which must have been spent working with an international NGO.
Qualifications
At least bachelor’s degree in supply chain management, Masters is an added advantage.
