A. Supply Chain Planning

The WoS Supply Chain Manager-Logistics will work closely with internal and external partners to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes:

• In collaboration with program Coordinators/Managers and internal and external partners to support program implementation.
• Ensure program teams develop distribution plans for supplies and assets of closed grants in the warehouses.
• Coordinate with supply chain field staff to ensure sufficient space in warehouses before sending program supplies to the field sites.
• Ensure that the supply chain department (Warehousing and Assets, Transport, Maintenance, and Facilities) is well-staffed and roles and responsibilities of each have a clear job description.
• Preparing warehousing plans, transport plans, and distribution plans.
• Implementing all IRC Inventory and Assets, Transport, and facilities Management policies.
• Develop sourcing strategies and relationships with suppliers for Vehicles and truck rentals, and Generator Maintenance.

B. Inventory, warehousing, and Assets Management

Ensure:

• Inventory control, including drug storage, Cold chain, buffer stock, contributions in kind stock (CIK), and food commodities.
• Implement the IRC inventory policies regarding all project Items, including cycle count, reporting discrepancies, pharmaceutical quality assurance, and cold chain policies where applicable.
• Develop and ensure material distribution plans are up-to-date and being adhered to.
• Coordinate inventory disposal procedures.
• Placement of the assets maintenance plans as per IRC policies, including repairs and insurance coverage process.
• Conduct an Asset and property needs assessment for the office and Guesthouses.
• Handle asset and property disposal management
• Ensure that the grant inventory and asset report are accurate, regularly produced, reviewed, and approved before the Grant closing date.
• Create Counting Journal – 20% Count on a quarterly basis and liaise with the Supply Chain Coordinator for the selection of items to be counted.
• Create and print Counting Journal for Annual and End-of-Grant Count
• With support from other departments, perform Physical Inventory Count Annually in September of every year.
• Record and post Counting Results.
• Generate an On-hand Inventory list and share it with program/Requesters on a weekly basis.
• Create and post an Inventory Adjustment Journal (Adjust In and Out) to record inventory discrepancies (Damaged, expired, found, etc.)
• Create and post an Inventory Adjustment Journal for vendor samples acquired through the RFP / RFQ process.

C. Logistics and Fleet Operations

The role holder will:

• 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.
• Implement country fleet management policies that are consistent with transport requirements.
• Dissemination and adherence to vehicle safety policies by all vehicle users.
• Conduct transport need assessments.
• Develop and monitor fleet movement plans, vehicle repairs, drivers’ assignments, vehicle safety, and fuel consumption.
• Develop vehicle management cost analysis and compile carbon emission reports.
• The fleet legal status (customs clearance, registration, licenses, insurance) is up to date.
• Regular issuance, review, and usage of vehicle monthly reports to inform the strategic decision-making process.
• Manage and be accountable for the vehicle fleet, ordering, and inventory management of all IRC vehicle-related parts and consumables, including fuel.
• Ensure that appropriate communications and tracking equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.
• Ensure the correct and timely routine maintenance and repair of IRC generators.
• Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, etc.
• Prepare weekly and monthly reports on the transport department and discuss with the Supply Chain Coordinator
• Work with the Supply Chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements.
• Any other duties as may be assigned by the supervisor.

D. Partnerships Responsibilities :

• Contributes to assessing, reviewing, and analyzing technical areas of inventory, fleet, asset management, policies, and procedures following each PCA conducted.
• Be up to date with the latest information on all partner procurements carried out by IRC and identify any issues that might need urgent attention, especially with assets and inventories to be donated or transferred to partners.
• Monitor progress made with partners on any capacity development initiatives, i.e., training, mentorship, and coaching
• Identify and report any risks on fleet, asset, and inventory management from partners and share with the Partnership Supply Manager for further action where necessary.
• Support partners to develop their distribution plans in line with their budget, spending plans, and work plans.
• Conduct monitoring visits on asset inventory and pharma inventory management in general, and share feedback with partners, including discussing and agreeing on an improvement plan.
• Ensuring that the partners’ assets list is up to date for reporting, grants management purposes with guidance from the Supply Chain Coordinator.
• Champion robust partner relationship management characterized by the core partnership principles from IRC’s Partnership Excellence for Equality and Results System (PEERS) of responsibility, results-oriented approach, equality, transparency, and complementarity.
• Work closely with the Partnerships team in promoting PEERS policy whilst working with partners as far as partnerships is concerned, including fostering quarterly monitoring visits and drawing lessons from the Supply Chain Perspective.
• Working together with the sectors' leads and Supply Chain function leads on CIKs and donations.
• Any other duties assigned by the line Manager from time to time.

E. Compliance

• Identify, document, and timely report any IRC Inventory and Asset deviations following the mechanism in place for appropriate follow-up.
• Implement and sustain segregation of duties in Inventory and Assets management and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by country offices.
• Develop and support implementation of improvement plans.
• Implement all donor requirements on inventory and asset management.
• Promptly inform the Supply chain coordinator or, as per IRC standard procedure, for any areas of concern or potential or suspected supply chain policy violations.
• Provide constructive support to other functions to ensure effective compliance with policies & procedures.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e., implementing post-audit corrective action plan).

G. Technical Management & Systems:

• Participate in developing and implementing Supply Chain systems and, when vital, SC Standard Operating Procedures.

Pharmaceutical Supply Chain

• Ensure implementation of IRC pharmaceutical quality assurance policy, associated SOPs, and Cold Chain standard methodology procedures in the warehouse and local transport.
• Ensure adequate drug management and transportation tool and materials are available to manage drugs effectively.
• Support the Pharmacist in completion of the Good Distribution Practice Assessment and work towards the

Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Coach, train, supervise, and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• 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.
• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team, and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• 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.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures and communicate through word and example a high standard of compliance with all applicable policies and regulations.