Supply Chain Coordinator (Head of Department) - Lebanon

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, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity and hope to millions who are uprooted and struggling to endure.

Working in coordination with the humanitarian community in Lebanon, IRC currently addresses the needs of war-affected Syrians from several operational bases. IRC’s activities in Lebanon focus on providing vital programs, forming part of a regional humanitarian response.

Job overview/Summary:

Under supervision of the Deputy Director for Operations, the Supply Chain Coordinator is responsible for the management and delivery of effective supply chain support throughout the country program in compliance with IRC and donor regulations. He/she is also responsible for maintaining and increasing performance quality throughout the Supply Chain team and ensuring stakeholders’ satisfaction by exercising service-oriented practices. Key responsibilities include procurement, transport, inventory, asset, and administration management. The duties of the Supply Chain Coordinator are as summarized   below:

Job Responsibilities

Supply Chain Management

• Ensure timely, responsive and compliant procurement of program and support supplies, leading major and complex procurement and overseeing effective systems for lower value procurement. Provide oversight to all procurement to ensure it is compliant with applicable policies, procedures and regulations.
• Oversee the provision, quality and compliance of warehousing, asset and inventory management to meet program needs, eliminate losses and inform accurate and timely reporting
• Track and manage contracts including renewal, management of terms and conditions and supplier relations to ensure business continuity and maximum value for IRC
• Provide technical oversight and management support of field facilities, equipment and vehicles to ensure safe, continuous operation in line with policies and procedures and to meet program needs
• Act as SC Compliance Focal Point; familiarize with various donor regulations related to Supply Chain field (procurement, asset, etc) and ensure that Supply Chain policies and procedures are in compliance with applicable IRC and donor policies, procedures and requirements.
• Collaborate with Finance department to ensure that internal controls are met with minimum of bureaucracy.
• Work actively with Field Office Supply Chain staff and Field Coordinators/Managers to ensure countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures.
• Proactively develop the skills of IRC staff to understand and utilize supply chain tools and services to design and implement quality programming.
• Oversee the fleet management operating model for IRC Lebanon.  Ensure that vehicles pool management system is serving program/departments in an efficient and effective manner.

Supply Chain Technical Support

• Review Purchase Request Tracking Sheet (PRTS) and online BvA reports on regular basis to ensure availability of up-to-date and accurate information. Act upon any delays in procurement or anomalies and provide regular communication and updates to requestors and budget holders.
• Advise and support improved procurement planning for regularly procured goods and services by initiating process for contracted and verified suppliers. 
• Foster good planning practices and a high level of collaboration between program and supply chain departments by implementing regular staff satisfaction surveys and feedback mechanisms.
• Ensure supply chain and program departments are communicating effectively through regular in-person or web-based meetings and groups texting.
• Accountable for proper tracking of master agreements, contracts and leases on a monthly basis to ensure availability of up-to-date and accurate information; regularly share lease tracking sheet RSC and other relevant departments.
• Carry out documented spot-checks of IRC warehouse(s) during field visits and provide recommendations for improvement. 
• Work with Field Coordinators/Managers and warehouse staff to timely disposal of inventory on closed grants.
• Review all tendering processes including MPAs and MSAs and provide feedback and make sure that the policies and procedures of this function is complied
• Provide technical support to the field programs when required.
• Ensure that the fleet reporting systems are functional to enable a timely and accurate reporting in terms of utilization of vehicles all over the CP. Moreover apply random reviews on the reporting result and conduct analysis for continuous improvement.

Documentation and Reporting

• Draft Supply Chain Monthly Report and finalize PRTS for submission to GSC; regularly share PRTS with other departments.
• Accountable for a proper tracking system of all IRC assets throughout the Lebanese territories; Review assets on annual basis; Finalize donor reports for assets and inventory and submit to the Grants Department on time.
• Work with DDO and IT to implement improve file management and file retention policies and procedures throughout IRC Lebanese offices.
• Produce regular analyses to ensure cost efficiency across the program. 
• Implement systems including checks and balances to increase transparency in procurement with a view to satisfying future audits and ensuring that real or perceived corruption, or inefficient use of funds, is minimized.

Budget/Planning

• Actively participate in grants meetings to provide effective support to programs. Work with Program Coordinators and Operation Managers to develop and update procurement plans to ensure realistic lead times and delivery to meet program work plan timelines.
• Contribute to the budget planning process, recommending logistics staffing levels, providing current costs for goods, facilities, and maintenance and support services.
• Participate and advise on logistical feasibility (including budget aspect) of program proposals.
• Review BVAs and monthly transaction list for operational costs to ensure correct coding.

Staff Management:

• Directly manage assigned Supply Chain staff ensuring day-to-day supply chain tasks are completed successfully and compliance standards are met.  Discuss job expectations, set objectives and provide appropriate and timely feedback regarding performance, including timely implementation of the Mid-Year and annual performance management system for all direct-report Supply Chain staff.
• Share technical performance objectives and offer performance input for field-based Supply Chain staff in collaboration with the Field Coordinators/Managers
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Lead with commitment, integrity and accountability to the “IRC Way – Global Standards for Professional Conduct”.
• Develop/maintain the orientation material for Supply Chain department. Provide orientation to all new staff ensuring full understanding of roles, responsibilities and compliance issues.
• As part of succession plan and nationalization goals, identify, train and develop capability and capacity of a national staff to successfully transition role and responsibilities, by end of assignment.

Training & Outreach

• In collaboration with the RSCD and DDO, compile and develop training and orientation materials and guides for IRC staff related to SC areas
• Implement job and site specific trainings to ensure that supply chain staff possess the knowledge and skills commensurate with their responsibilities
• Conduct customer surveys and put in place feedback mechanisms for internal (IRC staff) and external clients (vendors/contractors).
• Organize Supply Chain presentations for both program and operations staff on a regular basis. 
• Travel to field sites to provide technical support to field offices.
• Identify staffing and/or skill gaps and see that these gaps/needs are filled; support the recruitment of all supply chain staff and professional development training.
• Conduct periodic supply chain workshops for IRC staff.

Key Working Relationships:

Position Direct Reports to:  Deputy Director of Operations

Positon Technical Reports to: Regional Supply Chain Director
Position directly supervises:  Senior Procurement Manager and Senior Logistics Manager.

Position provides technical support:  Field Coordinators/ Managers and SC Staff

Other Internal and/or external contacts:

Internal: Senior Management Team, Leadership Team Members, Finance and Program teams; Human Resources; Regional Supply Chain Director and Global Supply Chain Team members.

External: All stakeholders related to Supply chain.

Job Requirements:

• Degree in Supply Chain Management, Business Management or related field strongly preferred
• At least 5 years’ experience managing Supply Chain operation, preferably within an INGO setting
• Familiarity of donors (US government, European, UN) policies and regulations.
• Strong organizational skills, ability to coordinate and manage a diverse array of responsibilities
• Ability to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.
• Flexibility and proven team player with ability to cultivate and maintain good working relationships with colleagues and other organizations.
• Ability to handle sensitive situations diplomatically with strong interpersonal and communication skills.
• Demonstrated experience in mentoring/ capacity building of staff and commitment to staff training and development.
• Strong leadership qualities and willingness to exercise initiative. Ability to set example of leadership for staff in adherence to IRC management policies.
• Computer skills: MS Office, Internet;
• Fluency in English, both written and spoken; Arabic. 

Working Environment:  The position will be based in Beirut with possible travel to support field offices.

Standards of Professional Conduct: 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 Anti-Retaliation and Combating Trafficking in Persons.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including, maternity leave, transportation support, and gender-sensitive security protocols.

Attention Returning National Candidates:  IRC strives to attract, motivate and retain qualified national staff in our programs. 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 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