JOB DETAILS:
BACKGROUND:
The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.
The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Kiryandongo, Lamwo, Moroto, Kyaka and West Nile.

Job Description
The Supply Chain Assistant is responsible for procurement, vehicle/transport operation and managing all paperwork/records related to the tracking of IRC inventory.

Job Overview
The Supply Chain Assistant will report to the Supply Chain Officer and will be responsible for ensuring the overall care and maintenance of the Kyaka Il Stores, Transport, Procurement and Assets. The Supply Chain Assistant must be able to rapidly turn Program materials around, whilst ensuring the security/safety of the materials and maintaining audit-compliant records. The Supply Chain Assistant shall dedicate appropriate time to all the three distinct roles.

Duties and Responsibilities Stores/Assets
• Understand, implement and / or maintain standard IRC inventory management policies and procedures.
• Manage and document the receipt/ handling, storage, release and reporting of goods through the store(s).
• Advise supervisor on potential inventory shortage.
• Manage casual laborers in the stores.
• Ensure the maintenance of store(s), fittings and equipment.
• Implement and ensure clear safety procedures.
• Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.
• Advise the Supply Chain Officer Of store-specific issues or improvements.
• Maintain the store’s activity book recording all outgoing and incoming receipts and activities.
• Monitor security of IRC' s storage and supplies.
• Receive completed store's request forms and prepare the goods for issuance.
• Ensure goods and equipment are signed for receiving on the request form (office expendables) or waybill (all other items).
• Prepare a monthly report for assets and the expendables Warehouse outlining all stock movements remaining balances maintain prologs and registers.
• On a monthly basis, work with the Supply Chain Officer to reconcile the Warehouse register.
• Update the stock record cards and Database regularly.
• Conduct routine inventory inspection and submit report to the Supply Chain Officer in a timely manner.
• Maintain asset and store records; ensure regular updates including details of the Asset, transferred, asset repaired, Asset breakdowns etc.
• Ensure that all Asset are tagged and labeled as per IRC asset policy.
• Ensure that there is proper record management of the store, and the records are accurate and update.
• Correctly manage and account for all incoming and outgoing stock by using well maintained and detailed documentation.
• Store management, ensure cleanness, orderly storage of items, custodian of the store’s keys.
• The different store and Asset policies and required documentation are always followed and in place.
• Correctly manage and account for all incoming and outgoing stock by using well maintained and detailed documentation, good, received note, store releaser waybills, bin cards etc.

Transport
• Work with the Supply Chain Manager to design a suitably staffed and equipped transport function to support IRC’s vehicle operations and policies.
• Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles related parts and consumables, including fuel. Evaluate, manage and monitor hired drivers.
• The focal point for all purchases is the Transport department. Raising PRs for vehicles spare parts and vehicle repair.
• Manage the vehicle pool (if applicable).
• Ensure that appropriate communications 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 vehicles and generators.
• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
• Inspect and record condition of vehicles, by maintaining daily checklists file and ensuring that Vehicles logbooks are accurately filled.
• Carry out regular training for all drivers in basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc.
• Ensure all vehicles are properly cleaned daily.
• Prepare weekly and monthly report on the transport department and discuss it with the Supply Chain Officer.
• Requesting fuel forms for refueling and keeping accurate records and monitoring system on fuel consumption.
• Work with the Supply Chain Officer to ensure that vehicles are prepared for routine and emergency security requirements.
• Ensure that all vehicles are secure when not in use.
• Be familiar with local regulations / laws.
• Any other duties as may be assigned by the supervisor.

Procurement
• The implementation and / or maintenance of standard IRC procurement policies and procedures.
• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
• Attending all the procurement committee meetings.
• Coordination with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensuring that a transparent and responsive procurement process is implemented and maintained.
• Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensuring that all Supplies, services and equipment required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers. Maintain supplier information for regularly purchased items and be informed of current local market conditions.
• Support and provide the appropriate training for procurement and program staff as required.
• Advise the Field Manager and Supply Chain Officer on procurement-specific issues or improvements.
• Any other duties or tasks delegated by Supply Chain Officer.

Minimum Qualifications:
Qualifications
• Degree or Diploma in Procurement and Supply Chain Management.
• 2 years working experience performing similar duties.
• Strong sense of personal integrity and commitment.
• Attention to detail and ability to multi-task.
• Team spirit and problem-solving abilities.
• Knowledge of generic Supply Chain Management systems and forms.
• Competent in spoken and written English.
• Good mathematical skills.
• Competent in computer use and maintenance.
• Excellent interpersonal, organizational and time management skills.