Senior Supply Chain Manager

Job Description

Under the supervision of the Operations Coordinator, this position will oversee procurement, warehousing, fleet, assets and facility contracting and maintenance aspects of supply chain for programs in Molyvos, Greece. The Senior Supply Chain Manager will provide technical oversight, management and capacity building for these logistics functions in Molyvos with frequent travel to field sites.

The Senior SC Manager will be responsible to oversee day to day supply chain activities including, procurement, logistics (including transportation of personnel and items, fleet management etc), and warehouse management.

Specific Responsibilities:

Compliance: Ensure that Supply Chain policies and procedures are in compliance with applicable IRC and funding source policies, procedures and requirements. All locations and staff act in accordance with the policies.

• Maintain and update donor guidelines related to Supply Chain field (procurement, asset, etc).
• Update as required the IRC standards in terms of assets/equipment to be purchased.
• Monitor Supply Chain sections of budgets and track expenditure. Follow up as necessary including timely information and budgetary comments regarding any realignment.
• Participate in preparation of Procurement Plans for all grants.
• Ensure all donor reports for assets are completed and submitted to the Grants Department on time.
• Disposal of assets is reviewed annually and donor requirements followed as necessary.
• Familiarize with various donor regulations and ensure compliance with internal and external regulations related to all SC activities.

Office maintenance and Procurement:

• Properly organize the office to meet department needs.
• Ensure any IRC properties are regularly cleaned and maintained correctly including servicing, repairs and installations.
• Ensure any procurement done follows policy as implemented by Supply Chain staff.

Transportation

• Work with the Operations Coordinator to design a suitable staffed and equipped transport function to support the IRC’s vehicle operations and policies
• Ensure a movement tracking system is in place and maintained.
• Ensure a driver coordination system is in place and maintained.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting and analysis for continuous improvement.
• Implement and direct IRC standard vehicle policies and procedures, with particular attention to safety and security issues
• Supervise Fleet Officer to ensure vehicle policy is followed and all aspects implemented
• Serve as focal point for vehicle rental contracted supplier and issue Purchase Orders for vehicle rentals per program and administration department needs.
• Coordinate the Warehouse and Fleet Officers to ensure all trucking needs are planned efficiently and met to minimize costs.

Warehouse/Storage

• Perform regular checks to ensure that the commodity tracking system is adhered to by the Warehouse Officer and perform periodic spot-checks.
• Plan for and supervise quarterly stock inventories and ensure that effective stock keeping system is in place.
• Assist programs to install reliable warehouse systems dedicated to programs.
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances to submit to the SCC.
• Maintain records/authorizations for warehouse staff designated to receive and release goods.

Asset Management

• Ensure proper tracking of all IRC assets in Molyvos.
• Accountable for proper management of the assets released from storage.
• Accountable for proper tracking of assets using Equipment Issue / Receipt forms.
• Ensure quarterly physical check of assets and submission of asset reports for review.

Staff Management:

• Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.
• Identify staffing and/or skill gaps and see that these gaps/needs are filled; support the recruitment of all supply chain staff and provide day to day supervision of the supply chain department.
• Provide feedback through regular performance evaluations.
• Ensure that any staff discipline follows a progressive methodology, which provides for clear and structured improvement.
• Develop long term plan for continued quality leadership by providing staff development and succession plans.

Training & Outreach:

• Support the Operations Coordinator in providing training on Procurement, Warehousing, Fleet and Assets to all Supply and other staff.
• Travel to provide technical support to field offices.

Qualifications:

• Degree or professional certification in Supply Chain Management, Business Management or related field strongly preferred
• At least 3 years’ experience managing a large multi-site Supply Chain operation, preferably within an INGO setting
• Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management
• Ability to write narrative and analytical spread sheet reports.
• Proven computer literacy in MS-Word, MS-Excel MS-Access and related programs required.
• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously.
• Ability to work under pressure and to meet deadlines.
• Willingness to put in extra hours as required.
• Willingness to travel to the field.
• Systems oriented individual.
• Good team player.
• Strong organizational, interpersonal and communication skills
• Fluency in English, both written and spoken; Greek an advantage.
• Willingness to travel to field sites

Applications should be submitted to IRC at IRCGreece.Jobs@rescue.org

Please indicate the job title in the subject. Only shortlisted candidates will be contacted.

About the Organization

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.

In response to the influx of refugees in Greece, The IRC Hellas has been working in Lesvos since June 2015, currently providing support to Middle East and North Africa refugees.