About the IRC
The IRC Yemen Country program has been established in 2012, and currently is implementing coordinated Health, Nutrition, Environmental Health (WASH), Economic Recovery and Development, Women Protection and Empowerment and Education programming in eight governorates. Operates with its Country Office in Sana’a and its main Field Office in Aden. Other subfield offices include Abyan, Hodeida and Al Dhale, with the Al Dhale office covering Lahaj, and the Abyan office covering activities in Shabwa.
Supply Chain Manager is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning, procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management.
Under the direct supervision of the Field Coordinator and Supply Chain Coordinator, the Procurement Manager is responsible for supporting the Supply Chain function to ensure efficient procurement and delivery of supply chain functions in field office.
1. Supply Chain Planning
The Supply Chain Manager is responsible for working closely with internal and external partners to ensure effective planning and preparation to support program implementation. Which includes;
• Prepare, review and update procurement plans, warehousing plans, transport plans and distribution plans.
• Implement all IRC procurement SOPs.
• Develop sourcing strategies and relationships with suppliers.
• Monitor supply market and conduct market surveys & analysis.
The Supply Chain Manager is responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in line with GSC and donors’ standards. This includes:
• Implement IRC procurement SOP’s in all procurements.
• Plan and lead on conducting market surveys.
• Support in development of specifications.
• Analyze and produce updated price lists for frequently procured supplies and services on quarterly basis.
• Receive approved Purchase Requests through the procurement software (online BVA), ensure data accuracy and assign PRs to procurement staff.
• Review Bids Analysis for below tender procurements ensuring compliance.
• Coordinate and participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is open and detailed.
• Demonstrate value for money in procurement.
• Review procurement documents for accuracy before payments are submitted to finance.
• Analyze procurements and advise on types of procurement that can benefit from master purchase agreements.
• Lead on tenders for establishing Master Purchase and Service Agreements.
• Lead on international procurements, including supplier relations, order tracking, regional reporting and payments.
• Support with customs clearance procedures for internationally ordered supplies.
3. Contract Management
Responsible for handling contracts to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:
• Prepare contracts for recommended bidders.
• Timely renew running contracts.
• Contracts implementation against set performance indicators.
4. Supplier Management
Leading supplier relationships and performance to ensure that there is detailed record keeping, and implementing procurement GSC SOPs. This includes:
• Maintain suppliers file and documentation
• Documents supplier performance.
• Maintain supplier performance score cards.
5. Compliance and Ethics
Implementing donor rules & regulations for all procurements, Identifying and analyzing compliance risk in procurement processes through:-
• Implement due diligence for suppliers, this includes conducting ATC, reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance.
• Identify and report procurement red flags.
• Implement audit corrective action plans (CAPs)
• Procurement are conducted in compliance with donor regulations
The Supply Chain Manager is responsible for preparing and submitting:
• Accurate monthly PRTS report to supply chain coordinator by 2nd of every month,
• Support with developing and updating procurement plans regularly.
7. Staff Management
Promote team spirit, cohesion, respect and the IRC Way Standards for Professional Conduct among all procurement staff in close cooperation with HR department. Enforce to and act in accordance with the IRC Global and IRC Yemen HR Policies and Procedures.
• Train and supervise direct-report staff, including presenting clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Approve and handle all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carries out probationary reviews.
• Ensure appropriate support to field based staff via regular site visits, producing reports with action points to monitor.
• Look for opportunities to support staff in their career growth, where appropriate.
• Work closely with Logistics Cluster and transportation service provider(s) to ensure cargo is received and dispatched to respective field sites in a timely manner.
• Work closely with Sr. Procurement Manager, Supply Chain Manager in Aden and Senior Supply Chain Officer in Sana’a to ensure efficient and cost effective delivery of project materials to north and south.
Procurement Manager Proficiency’s matrix:
The Supply Chain Manager Proficiency matrix is the primary supporting document to this job description and the SC Manager must ensure that all tasks are preformed to standard.
Key Working Relationships:
Position Reports to: Supply Chain Coordinator
Position directly supervises: Supply Chain Officers Procurement/Assistants.
Other Internal and/or external contacts:
Internal: Regular relationships with program staff, Operations and country Supply Chain staff at all levels,
External: Vendors and services providers.
Education: College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field
*Work Experience:* 4-5 years of work experience in supply chain operations (Procurement), humanitarian experience preferred.
Proven Skills and Competencies:
- Demonstrated success as a procurement leader within supply chain including planning, procurement and logistics.
- Good collaborator and influencer with effective interpersonal and analytical skills who are able to work seamlessly across cultures, interpersonal units and suppliers.
- Broad knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting.
- Good analytical and negotiation skills.
- Excellent skills in conducting market analysis and sourcing strategies.
- Able to work optimally in a highly matrixed structure
- Familiarity with medical procurements and medical supply chain principles.
- Strong time management, organizational, interpersonal and communication skills.
- Possess leadership qualities and willing to exercise initiative.
- Willingness to participate and chip in as a team member, under challenging working conditions.
- Language Skills: Fluency in English to communicate clearly and effectively. Arabic is highly desirable.
Work Environment: There is active conflict in parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states. The situation in Aden remains unpredictable. Security will be thoroughly discussed during the interview process.
Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.
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 parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
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.