NGO Jobs in Kenya - International Rescue Committee

International

Rescue Committee (IRC) 

Supply

Chain Manager – Kakuma
 

Employee

Category: Full

Time
 

Job

Purpose / Objective: The

Supply Chain Manager will work under the direct supervision of the Field

Coordinator and technical oversight of the Supply Chain Coordinator.

S/he

shall be a strong team member who will assist in the continued development of

the supply chain team and contribute to the overall effective running of IRC

activities in Kakuma Office. S/he will be part of the field management team

S/He will carry responsibilities for the integrity of the IRC’s supply chain

system And will ensure that Supply chain is able to rapidly response to the

programs’ and operations’ needs, whilst ensuring best practices and maintaining

audit-compliant records.

Specific responsibilities include supervising activities and staff in the

procurement, warehousing, assets management, vehicle fleet management, travel

and transport management functions within the Kakuma office.

Key Responsibilities:

Administrative Role:

• Manage
  
  all staff employed in the Supply Chain Department in Kakuma and assigning
  
  duties through delegation, monitoring the performance and regularly
  
  evaluating staff directly supervised by him /her.


• Continuously
  
  monitor and regularly evaluate the performance of staff who report
  
  directly to him/her


• Conduct
  
  staff capacity assessments and recommend training and other staff
  
  development initiatives

• To
  
  ensure all supply chain activities are carried out to a satisfactory
  
  standard.


• To
  
  familiarize with the IRC supply chain Manual and comply with the policies
  
  outlined in the IRC Logistics Manual.


• To
  
  complete required reports and submit monthly supply chain reports to the
  
  Supply Chain Coordinator, Field Coordinator and management

Procurement

of goods and services:

• Receive
  
  and review all Purchase Request from Programs and Operations


• Ensure
  
  that procurements are authorized and carried out in accordance with IRC
  
  and relevant donor policies and procedures, ensuring that the purchases of
  
  goods and services are appropriate in terms of quality and fair market
  
  price.


• Ensure
  
  that IRC procedures are followed in all spheres. Carry out staff
  
  orientation where necessary.


• Ensure
  
  that up to date files for price guide / catalogs / products technical
  
  information to be used by the office for Budgetary and ordering purposes
  
  are maintained.


• Review
  
  PRs, Bid Analyses and Contracts/ POs prior to sending it to the FC for
  
  signature and ensure that a proper record for any procurement activity is
  
  kept and inventory of used LPOs is maintained for future references.


• Prepare
  
  weekly procurement reports and send to all programmes and departments


• Ensure
  
  that all other procurement files are maintained


• Coordinate
  
  closely with the Procurement / Supply Chain Department in Nairobi to ensure
  
  that program supplies purchased from Nairobi are in place in the field
  
  site.


• Prepare
  
  and submit to the supply chain coordinator and FC a compiled and complete
  
  PR tracking sheet for all procurement activities in Kakuma on monthly
  
  basis.


• Oversee
  
  the performance of the procurement committee and participate in its
  
  meetings


• Participate
  
  in preparation of and closely monitor procurement plans to ensure they are
  
  followed

Transport

and vehicles management:

• Directly
  
  supervise the transport staff in Kakuma office


• Provide
  
  the required technical support to all transport staff in the field site


• Coordinate
  
  vehicle allocation and movement.


• Ensure
  
  that log books are verified and signed.


• Review
  
  and approve fuel vouchers.


• Strictly
  
  monitor fuel utilization and vehicles efficiencies.


• Monitor
  
  vehicle maintenance and ensure that the fleet is serviceable.


• Review
  
  monthly vehicle reports outlining fuel usage, running and maintenance cost
  
  per vehicle


• Verifies
  
  vehicle fuel payments prior to sending them for approval.


• Devise
  
  a vehicle tracking system, which ensures that the location of all vehicles
  
  is known at all time.


• Ascertain
  
  and ensure adherence to IRC Transport and vehicle policy

• Ensure
  
  that an accurate asset register is maintained and updated on a monthly basis.


• Ensure
  
  that all IRC assets and equipment are well maintained


• Ensure
  
  that the movement of IRC assets is tracked and the necessary documentation
  
  is done when an asset changes its status.


• Ensure
  
  that an up to date filing system for all assets is maintained.


• Review
  
  all monthly asset reports from before them sharing with the Supply Chain
  
  Coordinator


• Recommend
  
  assets for disposal and ensure that the necessary paper work is prepared.

• Provide
  
  the required technical support to all warehouse staff


• Ensure
  
  that all the ware houses are well maintained.


• Ensure
  
  that updating stock records is done on a daily basis both on the prologs
  
  and stock cards


• Ensure
  
  that there is controlled access to all IRC stores and ensure that stores
  
  premises are secure


• Ensure
  
  that the filing system for stores is well maintained.


• Ensure
  
  that an efficient storage and inventory system is maintained.


• Review
  
  monthly stock reports.


• Ensure
  
  that all Supply Chain Policies and Procedures pertaining to warehousing
  
  are followed and adhered to in all transactions.


• Carry
  
  out periodic trainings reviews with all Supply Chain staff


• Conduct
  
  weekly spot checks in IRC Kakuma warehouse and maintain a file for the
  
  spot check reports

Constructions

and Maintenance

• Support
  
  the contracting of and supervision of  construction activities for
  
  IRC Kakuma  according to BoQs and designs prepared by the
  
  Construction section


• Ensure
  
  proper documentation is maintained for all construction activities
  
  undertaken by IRC in Kakuma

Administration

and facilities management

• Oversee
  
  booking of flights and accommodation for staff


• Ensure
  
  general office administration and housekeeping.


• Ensure
  
  proper administration and maintenance of the guesthouse, staff cafeteria,
  
  visitors’ accommodation and bookings.


• Ensure
  
  that all IRC Kakuma premises are well maintained.

• Work
  
  closely with the Field Security Officer to ensure that staff operate in a
  
  safe and secure working environment. 


• Ensure
  
  that there are fully stocked First Aid Kits available in all IRC Vehicles,
  
  Offices, Warehouses, at all times.

• Attend
  
  the weekly management meeting and other meetings when requested by the
  
  Field Coordinator.


• Actively
  
  participate in all grant opening, review and closing meetings and ensure
  
  programs prepare and submit procurement plans


• Work
  
  closely with UNHCR and other IPs in Kakuma to continually strive to
  
  improve working methods, practices and working relationships within IRC
  
  Kakuma particularly in relation with host community participation.


• To
  
  promote an atmosphere of co-operation and team spirit among IRC staff.


• To
  
  carry out all duties responsibly and act in a professional manner at all
  
  times.

Reporting:

Provide to the Supply Chain Coordinator and direct supervisor the following

reports:

• Monthly
  
  Procurement report


• Monthly
  
  PR tracking to Nairobi and Weekly PR status to the field management team


• Cash
  
  forecast and Commitments report to Finance


• Monthly
  
  Vehicle Maintenance and Fuel Consumption report monthly to the Field
  
  Coordinator, UNHCR and Country Office


• Quarterly
  
  Vehicle insurance tracking sheet


• Annual
  
  driving license tracking sheet


• Warehouse
  
  Monthly inventory report


• Assets
  
  Monthly Report


• Quarterly
  
  Disposal plans


• Any
  
  other reports required by the Supply Chain coordinator and Field
  
  Coordinator

Required

Qualifications & Experience:

• Bachelor
  
  degree in Procurement, Logistics or Business management or 
  
  another  relevant field


• Professional
  
  qualifications in Procurement, Logistics or Supplies Management


• At
  
  least four years’ experience working as a logistician in a large and busy
  
  organization, preferably an international Humanitarian NGO; at least two
  
  years must have been in a supervisory role managing a large number of
  
  staff

Required

Experience & Competencies:

• High
  
  level of integrity


• Thorough
  
  method of working with ability to work under pressure to pursue multiple
  
  tasks simultaneously to successful conclusions;


• Management
  
  ability to lead, motivate and develop staff;


• Positive
  
  attitude with good sense of humor;


• Committed
  
  team player;


• Ability
  
  to live and work in a fairly isolated area and in conditions of limited
  
  comfort;


• GOOD 
  
  computer skills (Word, Excel);


• The
  
  following experience will all be advantageous: previous NGO work, work in
  
  Africa, experience in repairing/maintaining vehicles, communications
  
  (Codan HF, VHF).

Kenyan

nationals are encouraged to apply. 

International

allowances are not available for this position. 

Salary

and other benefits are compliant to the Kenyan NGO Sector. 

Disclaimer: Please take

note that International Rescue Committee (IRC) does not ask for any fees in

connection with its recruitment processes. In the event that you receive any

request  for payment of any sort, please get in touch with us on Tel:

+(254-020) 2727730, Email: IRCKenya@rescue.org or report to the nearest police.

How to Apply     

CLICK HERE to apply online 

Employee

Category: Full

Time
 

Background

/ IRC Summary: 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 30 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.

Job Overview / Summary: The

Procurement Analyst as part of the Global Supply Chain procurement team has the

responsibility for reviewing procurement agreements and related documentation

to ensure both compliance to IRC and donor policies as well as conduct data

analysis to validate that IRC is getting value for money. 

The

procurement analyst collaborates internally with procurement category managers,

Regional Supply Chain Directors and suppliers. 

Major Responsibilities

• Review
  
  all procurement documentation related to the IRC RFP/RFQ process prior to
  
  finalizing awards decisions to ensure full compliance to internal policies
  
  and donor requirements. 


• Collaborate
  
  with Category Managers to share market analysis and insights.


• Collaborate
  
  with Regional Supply Chain Directors on regional forecasting and
  
  requirements


• Oversee
  
  the contract management process.


• Ensure
  
  donor compliance requirements are reviewed prior to award


• Track
  
  and analyze spend and supplier data.


• Assist
  
  in developing supplier assessments, score cards and other analytics to
  
  enable team to effectively manage supplier performance.


• Collaborate
  
  with entire supply chain teams based in countries and regions.


• Perform
  
  cost analysis and benchmarking to review business award decisions.

• Minimum
  
  3-5 years of Procurement or procurement audit related experience


• Working
  
  knowledge of market analysis, sourcing category strategy, supplier
  
  relationship management and negotiations


• NGO
  
  experience preferred with thorough understanding of institutional donors’
  
  (USAID, DFID, OFDA, ECHO) policies relating to procurement


• Experience
  
  in identifying fraud red flags during procurement process


• Excellent
  
  communication skills both written and verbal


• Strong
  
  time management and organizational skills


• Ability
  
  to be flexible and shift focus from contract review to analytic support


• Excellent
  
  analytical skills


• Access,
  
  Excel, PowerPoint, Word as well as experience implementing and using
  
  procurement systems


• Bachelor’s
  
  degree required

Working

Environment: Standard

office work environment.

The IRC and IRC workers must adhere to the values and principles outlined in

IRC Way – Standards for Professional Conduct.  These are Integrity,

Service, and Accountability.  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.

IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus

dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le

Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et

fait respecter les politiques sur la protection des bénéficiaires contre

l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les

lieux de travail, l’intégrité financière, et les représailles. 

IRC leading the way from harm to home. 

How to Apply

IRC is

an Equal Opportunity Employer.
  

IRC

considers all applicants on the basis of merit without regard to race, sex,

color, national origin, religion, sexual orientation, age, marital status,

veteran status or disability.