Requisition ID: req58439 Job Title: Supply Chain Manager Sector: Supply Chain Employment Category: Regular Employment Type: Full-Time Open to Expatriates: No Location: Kampala Country Field Office, Uganda Work Arrangement: Job Description Program 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, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. Position Overview Reporting to Supply Chain Coordinator, the Supply Chain Manager is responsible for the efficient coordination of the procurement and logistics functions including inventory and assets management of the IRC. Acting as the procurement lead, the position will provide technical oversight on strategic sourcing activities warehouse management coordination and assets with support from Field Supply Chain Leads in the Uganda country program. The position will also support the implementation of departmental policies, procedures and good practices across all field offices. The role will require regular travel to provide technical support to the field-based supply staff. Responsibilities Specific responsibilities include: Procurement + Collaborate with teams to strengthen procurement planning, development of item forecasts and coordinate strategic sourcing activities for delivery of program needs in an efficient manner. + Ensure that all goods and services are accountable, competitiveness and transparency of procurement processes of IRC’s systems, policies, and procedures, to support programs to deliver results at impact and scale for the clients. + Provides technical and strategic support to the country program to increase Procurement capacity and to achieve the operational goals of the Country Supply Chain team. + Manages and provides technical supervision in the use of Integra and related Enterprise Resource Planning Systems. Compliance + Monitor all Procurement Standard Operating Procedures to ensure that they are being used in all transactions. + Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Supply Chain Coordinator. + Provide consistent and constructive support to other departments to ensure compliance with policies and procedures. + Promptly inform the Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures. + Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings. + Ensure that issues of compliance are standardized across all field sites. Procurement operational support + Responsible for creation and management of the list of Master Purchase/Service Agreements and Authorized Suppliers, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff. + Review and upload Item Forecasts in Integra + Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted (MPA/MSA) Suppliers. + Manage Contracted (MPA/MSA) and Authorized Suppliers in terms of quality, delivery time, value for money, etc. + Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money. + Focal point for all international procurement + Prepare Requests for Proposal and manage contract/tender processes Inventory Management + Ensure implementation of IRC inventory policies. + Ensure the smooth running of the country office-based warehouse and optimum stock levels are maintained. + Produce grants ending and year ending inventory report in a timely manner. + Conduct spot checks and supervise inventory counting as per IRC SOPs. Assets Management + Ensure Implementation of IRC Asset policies. + Ensure assets are maintained timely and are safe to use, all maintenance documented. + Ensure assets are tracked properly, tagged at the delivery and the asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities. + Ensure that Fixed Asset records are timely updated in Integra by the asset focal person. + Manage disposal process for assets, including ensuring donor approvals are in place before the disposal. Documentation and Reporting + Follow up with relevant units, internal or external, on documents and ensure all procurement records are complete and accessible. + Consolidate and submit country supply chain monthly reports and any other reports as required. + Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy. + Extract from Power BI the status of commitments, invoices and inventory report and share with field staff on a weekly basis. + Lead on end of grants spend reviews to ensure the organization doesn’t have over or under expense. + Analyze Item Forecasts and extract Open Lines in integra to ensure that all procurement is carried out efficiently and in a timely manner. No delays and aging PRs. Training & capacity building + Organize Procurement trainings for both program and operations staff on a regular basis. + Develop and maintain an effective orientation package and ensure that new staff members are appropriately orientated on Procurement policies and procedures in a timely manner. + Ensure that the Procurement department maintains cooperative relations with other departments and interacts with them in a positive manner. + Identify training needs for Procurement/ Supply Chain staff, Procurement Committees and make recommendations to the Supply Chain Coordinator for adequate support. Staff Supervision + Set clear performance objectives for staff you supervise and ensure that they are understood. + Conduct interim performance reviews every six months and hold one-to-one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met. + Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures. + Ensure that staff annual leave is tracked and planned and that there is sustainable coverage and backup for all staff going on leave. + Review and approve/endorse time sheets of your staff monthly and travel and leave requests when the requests are made. Supply Chain Manager Competency’s Matrix: + The Competency matrix is the primary supporting document for this job description, and he/she must ensure that all tasks are performed to standard. Qualifications Experience: + Bachelor’s degree in supply chain management or related discipline required. + Possession of master’s degree in Procurement & Supply Chain Management or equivalent and/ or advanced CIPS qualification. + 5 years of progressive supply chain experience with expertise across planning, procurement, inventory management, and fixed asset management. + Experienced user of ERPs, data warehouses, Excel, Word, and PowerPoint + Demonstrated experience implementing and/or supporting finance and supply chain applications required. + Strong capability to articulate complex concepts into understandable language for diverse audiences Proven coaching and training, project management, process mapping, and process documentation skills. + Experience with finance and supply chain business processes within Non- Governmental Organizations preferred. Knowledge, Skills and Abilities + Strong presentation, facilitation, training, mentoring, and coaching skills + Excellent interpersonal, written, and oral communication skills + Excellent relationship management skills with ability to influence and get buy-in from people not under direct supervision + Strong strategic, analytical, organizational, and systems thinking skills with capacity to see the big picture and ability to make sound judgment + Ethical conduct in accordance with recognized professional and organizational codes of ethics + Proactive, resourceful and results oriented. + Ability to be effective with minimal supervision Gender Equality & Equal Opportunity We are committed to narrowing the gender gap in leadership positions. We offer generous 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. We welcome and strongly encourage qualified female professionals to apply. IRC is an Equal Opportunity Employer, and we value diversity in our organization. We do not discriminate based on 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. 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. NB: The advert will close on 24thJune 2025.