Field Supply Chain Manager

Job Overview/Summary: The Supply Chain Management is a key position in the Zahleh Field Office. Reporting to the Senior Field Manager, s/he is responsible for ensuring that policies and procedures are fully implemented and provide capacity building to field staff to ensure compliance to IRC and donor standards. This position will also involve deputizing the Senior Field Manager. KEY AREAS OF ACCOUNTABILITY  Ensure that all procurement and logistics activities are compliant to IRC and donor standards, and that policies and procedures are institutionalized at all levels Capacity building of field staff on procurement and stock management Put in place framework agreements for key purchases Coordinate with relevant staff to ensure the regular and timely shipment of required supplies Oversee stock management at Bekaa level, ensuring that stock management standards are respected  Ensure supply chain systems integrate with programs and support management functions at the field level. Major Responsibilities: Specific responsibilities include: Compliance Implement in-country Procurement policies and procedures in compliance with the IRC standards & reviewed/approved by the Supply Chain Coordinator and Deputy Director for Operations. In coordination with direct reports and supervisor, troubleshoot problems as they arise in the field with respect to IRC policies and procedures. Ensure that compliance with IRC and donor policies is documented through systematic and random verifications of SC documentation based on a schedule agreed with the Supply Chain Coordinator. Identify management system weaknesses; provide recommendations for improved systems performance. Ensure that issues of compliance are standardized with all field sites. Staff Management, Training and Development: Lead and manage Supply Chain Assistants and Head of Drivers in the Zahleh field office; ensure adequate SC staffing and structure for Zahle field office in close coordination with the Senior Field Manager. Support recruitment processes by developing Job Descriptions and participating in technical interviews to identify qualified staff for required SC functions in Zahle field office. Communicate clear expectations, set performance objectives, provide regular and timely performance feedback and perform documented semi-annual performance reviews. Coach and mentor staff with the aim of strengthening their technical capacity, adhering to IRC policies, procedures and regulations specific to supply chain and exchanging knowledge within the team and providing professional development guidance with support from the Senior Field Manager and Supply Chain Coordinator. Promote and monitor staff care and well-being; approve monthly timesheets, approve and manage travel and leave requests to ensure adequate coverage. Adapt orientation package and ensure that new staff members Zahle based are appropriately orientated on SC support in a timely manner. Procurement Management Responsible for timely and quality procurement of goods and services required for Zahle field offices through direct and in close collaboration with indirect reports. Participating in any tender process for Zahle field office. Provide status updates for procurements related to Zahle field office to related Programs, Procurement Manager and Supply Chain Coordinator.   Responsible for creation and management of list of contracted suppliers in Zahle and the rest of the Bekaa region, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff as a result of regular market surveys to ensure that IRC is receiving best value for money. Responsible for supplier references check, site visits to the suppliers, historical data, etc. for Contracted Suppliers and any large procurements related to Zahle field office. Oversee performance of Zahle Contracted Suppliers in terms of quality, delivery time, and value for money, etc. Responsible for implementing standard IRC inventory management policies and procedures. Responsible to provide technical oversight and ensure proper documentation of receipt, handling, storage, release and reporting of goods for Zahle warehouse(s) in close relation and with a direct support of the Supply Chain Manager of Beirut. Conduct inventory inspection and spot checks and submit report to the SFM. Plan movement of goods between warehouses in Zahle and to program sites. Ensure that assets and property are managed, tagged and tracked according to IRC policy with close collaboration with the Supply Chain Manager and Assets and Inventory Management Officer in country office. Responsible for implementation of the Authorized Supplier process in Bekaa, with direct support from Beirut Supervise Zahle Field support Assistant - Procurement to ensure all procurement is carried out in accordance with IRC standard policies and donor regulations. Ensure supply chain systems integrate with programs and support management functions at the field level. Warehousing, Inventory, Assets  Responsible for implementing standard IRC inventory management policies and procedures. Responsible to provide technical oversight and ensure proper documentation of receipt, handling, storage, release and reporting of goods for Zahle warehouse(s) in close relation and with a direct support of the Supply Chain Manager of Beirut. Conduct inventory inspection and spot checks and submit report to the SFM. Plan movement of goods between warehouses in Zahle and to program sites. Ensure that assets and property are managed, tagged and tracked according to IRC policy with close collaboration with the Supply Chain Manager and Assets and Inventory Management Officer in country office Fleet and Transport Supervise the Head of Drivers and ensure an equitable allocation of vehicles and drivers in the region Responsible for implementation, revision and adaptation of IRC Lebanon standard vehicle policies and procedures in Zahle field office. Work with the Country Office Supply Chain Manager to design and implement a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies Implement and direct IRC standard vehicle policies and procedures, with particular attention to safety and security issues; ensure vehicle inspections for safe working order is done on routine basis. Ensure sufficient number of vehicles. Ensure tracking system for fuel consumption for vehicles and generators is in place. Documentation and Reporting Follow up with relevant units, internal or external on procurement, inventory and transportation documents and ensure all records are complete and accessible. Ensure timely and accurate update of Purchase Request Tracking Sheet and Inventory Report for all Zahle field office; ensure production of timely and accurate monthly vehicle and generator reports. Analyze all reports in order to identify any abnormalities in terms of timeliness of procurement, similar procurements, workload of staff, inventory levels, usage of vehicles etc. Provide timely and accurate input for Supply Chain Monthly Reports to SFM. Prepare Finance-related reports such as Commitment Reports. Key Working Relationships: Position Reports to:  Senior Field Manager Bekaa Dotted-Line y to: Supply Chain Coordinator Position directly supervises:  1 Field Support Assistant – Procurement, 1 Field Support Assistant – Logistics and 1 Head of Drivers Other Internal and/or external contacts: Internal: Zahle based SC and finance staff and all program sector leads External:  Develop and maintain personal links and effective relationships with NGOs, INGOs, Partners & Key stake holders in supply chain, counterpart’s local supply chain teams, and relevant government Authorities.      Personal Characteristics: Strong sense of personal integrity. Attention to detail. Strong supervisory skills. Ability to multi-task. Team spirit and problem solving abilities. Job Requirements: Relevant university degree or technical diplomas At least three years relevant field experience in logistics management and procurement, preferably with humanitarian or development organisations Ability to write narrative and produce analytical spread sheet reports. Proven computer literacy in MS Word, MS Excel MS Outlook and related programs required. Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously. Ability to work under pressure and to meet deadlines. Spoken and written fluency in English and Arabic essential. Willingness to put in extra hours as required. Able to work independently within a team environment Ability to pay support visits on the field in isolated areas Systems oriented individual. Excellent communication and interpersonal skills required. Able to work independently within a team environment Demonstrate leadership and integrity. Returning National Candidates:  We strongly encourage national or returning national candidates to apply for this position. If you are a national of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Syria Response Region has introduced an attractive remuneration package. The package includes competitive compensation,   return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs. Working Environment:  The position will be based in Zahle with travel to Field Sites and Beirut.