Working in coordination with the humanitarian community, IRC currently addresses the needs of war-affected Syrians from several operational bases in the region. The activities focus primarily on the supply of vital medications and medical equipment, non-food items, vouchers, water and sanitation, education and women and children's protection, and form part of an over-arching humanitarian response in Jordan, Lebanon, Turkey, Iraq and the region that seeks to assist refugees, IDPs and war-affected Syrians survive conflict and displacement

Job Summary

The Supply Chain Coordinator (SCC) is responsible for the planning, daily management, reporting and compliance with IRC policy and procedures for the logistics functions in the country. The SCC's responsibilities include procurement, transport, warehouse, administration, and asset and property management and implementation of required security processes and practices in cooperation with the Safety and Security team.

The SCC directly supervises a Senior Supply Chain Manager (Procurement & Warehouse, Transport & Liaison) and one Medical Supply Chain Officer. In addition, the SCC has technical oversight of supply chain staff in five Turkey and Syria field offices.

The Supply Chain Coordinator is an integral member of the country management team and reports directly to the Deputy Director of Operations (DDO) and will liaise as needed with IRC NY Global Supply Chain Unit and Regional Supply Chain Director

Key responsibilities include procurement, transport, inventory and asset management.

The Supply Chain Coordinator will:

• Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems. Work closely with the program staff on budgeting and service planning to ensure timely and effective logistics services that support timely program implementation.
• Collaborate with Finance Controller and Grant Coordinator to ensure that internal controls are met with minimum of bureaucracy.
• Work with Field Office Supply Chain staff and Senior Field Coordinator /Field Coordinator to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC's standard operating policies and procedures.
• Ensure that all operational risks are evaluated regularly and that key risks are comprehensiely mitigated against.
• Developing national capacity:
• Deliver and execute a plan to build the capacity of SC staff
• Implement job and site specific trainings to ensure that supply chain staff possess the knowledge and skills commensurate with their responsibilities

Specific Responsibilities:

Procurement:

• Accountable for implementing and maintaining a local procurement system adapted by the IRC Turkey Supply Chain Department and based on fundamental procedures from IRC Global Supply Chain Policies.
• Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed up and achieved.
• The SCC leads in working with Program Coordinators to develop and update procurement plans ensuring realistic lead times and delivery to meet program workplan timelines.

Logisitcs Management and Reporting:

• Oversee and monitor logistics activities to ensure they are carried out in full compliance with IRC and donor policy and procedures, and with local authority recuirements. Immediately notify the DDO of any actual or suspected irregularities or non-compliance.
• Provide recommendations to the DDO for procedural or policy changes to enhance logistics effectiveness, internal controls or cost efficiencies.
• Ensure timely submission of the monthly Supply Chain Management Report, including identification of areas of concern/needing improvement and progress, and other logistics report required by policy.
• Lead logistics staff meetings to ensure and promote planning for and responsiveness to program needs, improvement in understanding of policy and procedures across the logistics team and the development of a motivated and cohesive team.
• Ensure that all operational risks are evaluated regularly and that key risks are comprehensiely mitigated against.

Warehouse/Storage

• Perform regular checks to ensure that the commodity tracking system is adhered to by the storekeepers and perform periodic spot-checks.
• Enhance a remote management and reporting system for commodity tracking in areas not physically accessible by SCC or senior staff.
• Plan for and supervise quarterly stock inventories and ensure that effective stock keeping system is in place for all warehouses.
• Assist programs to install reliable warehouse systems dedicated to programs.

Transportation

• Oversee the management of the transport fleet for IRC Turkey. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program and Field Coordinators/Managers.
• Ensure that systems are in place to account for transported goods, including here transport and labor.
• Accountable for timely and regular preventive maintenance and tracking system of all vehicles and generators.
• Ensure that the Supply Chain Manager and Field Managers prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle and generator for review, general reporting and analysis for continuous improvement.
• Maintain records/authorizations for fuel usage and issue analysis reports.

Asset Management

• Ensure proper tracking of all IRC assets throughout the country and in remotely managed areas.
• Accountable for proper management of the assets released from storage.
• Accountable for proper tracking of assets using Equipment Issue / Receipt forms.
• Define and implement maintenance systems and procedures for assets, including training of staff and follow-up.
• Ensure quarterly physical check of assets and submission of asset reports from the Supply Chain Manager for review.
• Ensure spot-checks are done systematically, documented and reported for all IRC assets, inventory and equipment.

Finance/Budgeting/Programming

• The SCC, in collaboration with the Deputy Director of Operations (DDO) and Finance Controller, provides input and participates in budget development, or amendments, to ensure accurate costing of materials, inclusion of appropriate levels and costs for transport, warehousing and logistics & security services/needs
• Check logistical feasibility (including budget aspect) of all major program proposals, and provide pro-active logistical support in the execution of the programs.
• In collaboration with the DDO, the SCC is responsible for the logistics budget lines in grants for the country. This responsibility includes tracking, monitoring and approving all expenses on these lines within authorization limits.
• Provide inputs to the IRC Turkey Operating Budget. Contributes to the annual budget planning process, recommending logistics staffing levels, providing current costs for goods, facilities, and maintenance and support services.
• Accountable for monitoring operational costs, and adherence to budgeted amounts and review operational costs in monthly Budget-vs-Actual reports.
• Actively participate in the Grant Opening and Closing Meetings, ensuring all required planning and review documents are prepared in advance and key issues are constructively addressed.
• Liaise with finance and/or program staff as required on cash planning, compliance issues, and commitment tracking (PRTS)

Staff Management and Capacity Building:

• Supervision of more than 30 staff under SC Department
• Deliver and execute a plan to build the capacity of SC staff. Identify staffing and/or skill gaps and see that these gaps/needs are filled in a timely fashion.
• Provide guidance and supervision to direct reports; discuss job expectations, set clear objectives and provide appropriate and frequent feedback regarding performance, including participation in the annual staff performance management system.
• 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.
• Clearly define the training needs of direct reports and propose staff development plan and ensure they are able to access training and professional development resources appropriate to their skill gaps/needs.
• Develop long term plan for continued quality leadership by providing staff development and succession plans.
• Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.
• 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 including staff development plans.
• Provide leadership support for the successful implementation of and adherence to the IRC Global HR Operating Policies and Procedures
• Lead with commitment, integrity and accountability to the "IRC Way" - Global Standards for Professional Conduct and ensure adherence to the code of conduct by all team members

Training & Outreach:

• Proactively develop the skills of IRC Turkey/Syria staff to understand and utilize supply chain tools and services to design and implement quality programming.
• Work with field staff to identify supply chain needs and ensure that requirements are reflected in budget development.
• Design and implement a program of capacity-building for all supply chain and program staff designed to strengthen the capacity for autonomous action
• Ensure all supply chain staff are aware of and in compliance with IRC policies for procurement, asset and stock management, and vehicle and equipment management, in order for them to clearly share this information.
• Assist supply chain staff in working with program staff towards establishing procurement plans before the start of each grant.
• Travel to provide technical support to field offices
• Conduct IRC Turkey supply chain workshops on bi-annual annual basis or as needed

Qualifications:

• Degree or professional certification in Supply Chain Management, Business Management or related field strongly preferred.
• Experience working with donors including USAID, BPRM, UNHC, UNICEF, DFID, ECHO, and EU, and knowledge of specific donor guidelines.
• At least 4 years international experience managing a large multi-site Supply Chain operation, preferably within an NGO setting.
• Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with word processing, spreadsheets, and databases.
• Strong leadership qualities and willingness to exercise initiative.
• Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.
• Fluency in English, both written and spoken; Arabic or Turkish an advantage.
• Willingness to travel - this position will spend up to 20% of time traveling to IRC Turkey Field Offices.