INTERNATIONAL RESCUE COMMITTEE MYANMAR VACANCY ANNOUNCEMENT (NATIONAL ONLY)

Transcription

1 INTERNATIONAL RESCUE COMMITTEE MYANMAR VACANCY ANNOUNCEMENT (NATIONAL ONLY) The International Rescue Committee (IRC) is one of the world s leading agencies working in post-conflict and development contexts, supporting communities in over 40 fragile, failed and developing states. In this capacity, we work to restore safety, dignity and hope to millions who are uprooted, struggling to endure and wishing to advance on a path of development. The IRC has been working in Myanmar since 2008 and is committed to implementing quality programming to improve the well being of the most vulnerable populations in the areas of livelihoods, water and sanitation, health, and social development. IRC programming reflects a commitment to sustainable solutions, and believes this is achieved through participatory approaches such as community driven development, community disaster risk reduction, and capacity building of local partners. In support of its ongoing program activities the IRC Myanmar is seeking qualified and motivated staff for the following position: Job Title Location Position : Supply Chain Manager : Yangon : 1 Post Position Overview Reporting to Supply Chain Coordinator, the Supply Chain Manager is responsible for the efficient coordination and management of all Supply Chain functions for IRC s office in Yangon. The position will also be responsible for the standardization of policies and good Supply Chain practices across all the field sites and will require regular travel to provide technical support to the field-based Supply Chain/Operations staff. Responsibilities Specific responsibilities include, Compliance Assist in the development of in-country Procurement policies and procedures in compliance with the IRC standards & reviewed/approved by the Supply Chain Coordinator /CD. Monitor the policies and procedures to ensure that they are kept updated and relevant to the in country situation and IRC programming requirements. 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.

2 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 Management Responsible for creation and management of list of Authorized Suppliers, using IRC s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff. Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers. Manage Contracted 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 conducted through the New York. Prepare Requests for Proposal and manage contract/tender processes. Training & Outreach Organize Procurement trainings for both program and operations staff on a regular basis. Develop and maintain an effective orientation package, and ensures that new staff members are appropriately orientated on Supply Chain policies and procedures in a timely manner. Ensure that Supply Chain department maintains cooperative relations with other departments, and interacts with them in a positive manner. Identify training needs for Procurement staff and make recommendations to the Supply Chain Coordinator. Train warehouse staff as required. 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 in advance and that there is sustainable coverage and backup for all staff going on leave. Review and approve/endorse timesheets of your staff on a monthly basis and travel and leave requests when the requests are made.

3 Transport Management Work with the Supply Chain Coordinator to design 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. Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel. Evaluate, manage and monitor drivers. Manage the vehicle pool (if applicable). Ensure the correct and timely routine maintenance and repair of IRC vehicles and generators. Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance). Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles log books are accurately filled Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc. Signing on vehicle fuel forms for refueling and keeping accurate record and monitoring system on fuel consumption. Work with the Supply Chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements. Ensure that all vehicles are secure when not in use. Be familiar with local regulations / laws. Any other duties as may be assigned by the supervisor Warehousing and Inventory Management Understand, implement and / or maintain standard IRC inventory management policies and procedures. Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s). Advise the Supply Chain Coordinator of potential inventory shortages Ensure the maintenance of warehouse building(s), fittings and equipment. Implement and ensure clear safety procedures. Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures. Advise the Supply Chain Coordinator of warehouse-specific issues or improvements Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities. Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports. Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards. Monitor security of IRC s storage and supplies. Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.

4 On a monthly basis, work with the Supply Chain Coordinator to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms. Update the stock record cards regularly. Conduct routine inventory inspection and submit report to the Supply Chain Coordinator in a timely manner. Expected Deliverables: Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible. Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy. Prepare monthly Purchase Request Tracking report and consolidate all Purchase Request Tracking from Country field office reports. Share report with Supply Chain Coordinator, Supply Chain Department in New York, and other internal departments as required. Analyse Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner. Prepare Finance-related reports such as Cash Projections and BvAs. Provide on-time, standard monthly reports to the Supply Chain Coordinator, including fuel consumption report, maintenance report and any other reports requested by Supervisor. Well maintained fleet and good filing system for all vehicles Generate and / or maintain comprehensive price list for frequent purchased items Maintain full and accurate inventory records for warehouses, assets and furniture Undertake (documented) monthly and ad-hoc physical inventory checks. Conduct documented quarterly job performance reviews of Supply Chain staff, providing appropriate feedback. Maintain full and accurate inventory records. Undertake (documented) monthly and ad-hoc physical inventory checks. Conduct documented quarterly job performance reviews of Warehouse staff, providing appropriate feedback. Provide on-time, standard monthly reports to the Supply Chain Coordinator. Qualifications: Experience: Experience in administration and supply chain 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. Personal Characteristics: Strong sense of personal integrity. Attention to detail. Strong supervisory skills.

5 Ability to multi-task. Team spirit and problem solving abilities. Skill and Abilities: Ability to write narrative and analytical spread sheet reports Proven computer literacy in MS-Word, MS-Excel MS-Access or 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 desired Willingness to put in extra hours in emergencies Willingness to travel to the field Systems oriented individual Good team player Knowledge of generic transport procedures and practices (IRC or NGO experience advantageous). Familiarity with inbound routes. Extensive work experience in a warehouse supervisory capacity Knowledge of generic warehouse management systems and forms Interested and qualified candidates are to submit a Cover Letter and Curriculum Vitae to the Human Resources Department no later than 5p.m., Wednesday, July 29, Applications will be accepted by at: WaiMar.Naing@rescue.org or by delivery to the IRC office at the following address: International Rescue Committee (IRC) No.33/A, Nat Mauk Lane Thwe (1), Bocho (2) Quarter, Bahan Township, Yangon, Myanmar. Due to the urgency of the role, IRC reserves the right to interview candidates before the closing date. Note: Only short-listed candidates will be contacted.