Supply Chain Manager

Deployment Scope

The Supply Chain Manager will focus on of all supply chain activities supporting the base programs and operations, as well as team capacity building under the direct supervision of the Field Manager and technically under the SCC Ukraine. He/she will support emergency response procurement activities in the base in strict compliance with the IRC procurement policies and procedures and any put in place for this response and required by donors. He/she will put in place a scalable and adaptable supply chain structure to meet the growing and changing needs of emergency response programming. He/she will focus on last mile delivery to beneficiaries in coordination with program response strategy.

Responsibilities for that location/base

1.International/national delivery focal point

·Oversee and manage the coordination and tracking of both international and domestic deliveries to their designated locations.

·Maintain accurate records of deliveries and provide comprehensive reports on delivery pipelines and timeframes.

·Assist the procurement owner in establishing optimal delivery terms, including Incoterms and final delivery locations.

·Ensure all delivery documentation is accurately completed and maintained.

·Offer technical support to staff to facilitate the timely delivery of goods.

·Proactively address and resolve issues related to cargo movement and storage, providing effective solutions as needed.

2.Procurement Management

·Oversee all procurement activities, ensuring efficient and effective management.

·Implement and enforce procurement procedures in accordance with IRC standards.

·Conduct regular procurement documentation spot-checks and provide precise reporting.

·Provide support to the procurement team by identifying and addressing potential fraud and corruption red flags in a timely manner.

·Determine priority areas for MSA (Master Service Agreement) and MPA (Master Purchase Agreement) contracting requirements related to operations.

·Conduct spot checks of distribution documentation and assist in budgeting for future operational needs.

·Oversee monitoring of the supply market and the conduct of market surveys and analyses.

·Coordinate distribution activities with the central Supply Chain team and program coordinators.

·Support the operationality of Integra by raising Purchase Requisitions (PR) and Purchase Orders (PO) in the system as required and monitoring proper use of the system.

3.Inventory and Assets Management

·Oversee the establishment and management of all inventory tracking systems and warehouse operations.

·Ensure the implementation of IRC inventory policies and procedures.

·Guarantee that IRC standard inventory tracking tools are properly installed and accurately maintained at each location.

·Manage inventory control, including the storage of pharmaceuticals, cold chain items, buffer stock, contributions in kind (CIK), and other commodities.

·Implement asset policies in new locations and monitor asset control processes.

·Maintain and track assets, ensuring that the asset register is consistently updated.

·Provide timely and concise reports.

4.Office and Vehicles Management

·Assist the base in addressing and fulfilling movement needs effectively.

·Establish and manage a comprehensive fleet management system.

·Supervise and lead the organization of cargo transport and prioritize requests.

·Ensure that the fleet’s legal requirements, including customs clearance, registration, licenses, and insurance, are current and maintained.

·Implement and enforce the base fleet management policy.

·Develop and oversee fleet movement plans, vehicle maintenance, driver assignments, vehicle safety, and fuel consumption in collaboration with the fleet manager.

·Provide regular reports on fleet activities and conduct data analysis to support operational efficiency.

5.Warehouse management

·Oversee all warehouse operations, ensuring efficient and effective management.

·Implement and enforce warehouse procedures in accordance with IRC standards.

·Support internal inventory management and maintain accurate record-keeping.

·Conduct regular inventory counts and provide precise reporting.

·Ensure the physical security of warehouses and designated storage areas by controlling access and restricting unauthorized individuals.

·Implement and uphold clear safety procedures to maintain a secure working environment.

·Oversee the maintenance of warehouse buildings, fixtures, and equipment.

6.Reporting, Management & Capacity building

·Follow technical guidance provided by the Supply Chain Coordination (SCC).

·Offer direct leadership and management to the supply chain staff in Kharkiv.

·Provide training and mentorship to the supply chain and program teams and develop training materials relevant to the field of supply chain management.

·Ensure that all weekly and monthly reports are accurate and delivered on time and respond promptly to requests from the Supply Chain Coordinator (SCC).

7.Partnership Management

·Support partner assessments.

·Develop a training plan for partners, ensuring it aligns with the cooperation framework.

·Conduct training sessions to build partners’ capacity.

·Perform both ad-hoc and regular monitoring visits and documentation spot-checks to evaluate partner performance.

·Ensure that partners receive the necessary training and capacity-building support as outlined in the cooperation framework.

·Provide timely and accurate reporting on training and monitoring activities.

8.Team Leadership and Development

·Promote a culture of continuous improvement within the Supply Chain team.

·Ensure team adherence to ethical standards and organizational values.

·Facilitate professional development opportunities for SC team.

9.Compliance and Ethics

·Identify and analyze compliance risks within the supply chain process, establish fundamental procurement controls, and detect potential red flags in operational procurement and contracts.

And any other additional tasks as per a request from the direct manager.

Requirements:

• Advanced Degree, minimum 3 years of progressive Supply Chain professional experience or equivalent education and experience.
• Demonstrated success as a Supply Chain leader across all disciplines within supply chain including planning, procurement and logistics.
• Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property, and asset management.
• Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units.
• Fluency in Ukrainian required, spoken proficiency in English.
• Ability to travel to remote field offices.

Key Working Relationships:

Position Reports to:Field Manager Kharkiv

Position directly supervises:Procurement, Warehouse and Fleet Officers, SC Assistant.

Other Internal and/or external contacts:

Internal: Regular relationships with Program staff, Operations and country Supply Chain staff at all levels

External: Vendors, Partners, LC, AL