The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

BACKGROUND: 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 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees made to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small project to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Aldalea. Currently IRC Yemen is operating through direct programming and local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

JOB SUMMARY: 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.

Main responsibilities:

Under the direct supervision of the Senior Supply Chain Officer, you will be responsible for the following:

1. Warehouse Documentation

You will ensure that:

-       Stock cards, bin cards and inventory systems are regularly updated

-       Standard warehouse documentation processes such as delivery Report, Waybills, Store Release, Bin Cards, and Stock Cards are accurately Implemented in accordance with IRC SOPs

-       Warehouse activity book recording (i.e., Warehouse Register) for all outgoing and incoming receipts and activities maintained

-       The Warehouse Authorization Schedule is up to date and implemented

 

2. Materials Receiving and Dispatch

You will:

-       Manage materials receiving process by ensuring that received documents are cross checked and Goods inspected

-       Make sure that the documents and materials received from suppliers and other sources are accurate and complete

-       Advise Programs of potential inventory shortages and to provide update on stock levels

-       Ensure that the cold chain system is organized, and that “keep-cool” items are handled appropriately

-       Ensure timely dispatch of materials from the stores and accurate update of appropriate dispatch documents

-       Implement GSC SOPs on inventory management.

-       Handle all Contribution in Kind (CIK) and Closed Grant Inventory

-       Organize the replenishment of stock items as need arises based on an approved purchase requisition

 

3. Warehouse Controls

You will make sure:

-       Internal inventory checks are conducted, and appropriate records accurately kept

-       The correct stock procedures, (FIFO, FEFO, and LIFO) for goods in the warehouse are used.

-       That the storage facilities are well arranged with appropriate layout, and signs display in strategic locations

-       The assignment of tasks and supervision of the working of warehouse personnel, including casual laborer’s is done

4. Warehouse Safety and Security

You will:

-       Ensure physical security of the Warehouse by restricting visitors and any other unauthorized persons

-       Implement and ensure clear safety procedures.

-       Ensure the maintenance of warehouse building(s), fittings and equipment.

-       Ensure warehouse is regularly fumigated against pest, rats, rodents etc.,

-       Ensure fire extinguishers are well maintained and periodically serviced

5. Asset and Property

·       Ensuring that all assets are controlled and managed properly in accordance with donor-specific polices.

·       The implementation and/or maintenance of standard IRC assets management policies and procedures.

·       Update the Asset register, and the inventory list for assets and expendable store and produce monthly reports.

·       Work closely with supervisor to dispose assets including Auction, transfer, and donation process management in line with donor regulations and approval, with reference to organization policy.

·       Conduct asset inventory (physical count) during the reporting period.

·       Pull out updated asset list for end of grant report and develop assets running cost analysis

 

Integra (IRC ERP) related responsibilities

Inventory Management

-          Create and print Counting Journal for Annual and End-of-Grant Count

-          With support from other departments, Perform Physical Inventory Count

-          Record and post Counting Results

-          Create Counting Journal – 20% Count on quarterly basis and liaise with SC Coordinator for selection of items to be counted

-          Generate On-hand Inventory list and share with program/Requesters

-          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.

Product Receipt and Dispatch

-          Generate Receipts List

-          Liaise with requester/program to complete Quality Order after Inspection

-          Enter Product Receipt and Registration

-          Receive CIK Stock Items into Inventory using movement journals

-          Receive Picking List from program, and prepare and post packing slip

-          Perform “Marking” for an Item Requirement Line i.e Linking/matching of a new inventory transaction with the cost price used in a previous transaction. Required for item requirement lines that were generated as a result of an inventory quantity increase via a method other than receipt on a PO

Inventory Transfer and Returns

-          Create Transfer Order to Transfer Product between Warehouses

-          Receive Product on a Transfer Order

-          Transfer Inventory from Location to Location (within the same IRC warehouse)

-          Transfer Inventory from Project to Project.

-          Dispatch Items to Return to Vendor

-          Return Beneficiary Items to IRC Warehouse

-          Reserve or Unreserve Quantity of Product in a Project before transfer

Fixed Asset Module Management

-       Update Fixed Asset Record with Required Information

-       Reverse a Fixed Asset Transaction

-       Create and acquire a CIK Fixed Asset (Non- depreciable)

-       Create and acquire a CIK Fixed Asset Record (Depreciable)

-       Create a PR for a Capitalized Fixed Asset

-       Create a PR for a Donor Fixed Asset

-       Initiate disposal of Capitalized Fixed Asset Disposal

-       Track Repair and Maintenance Costs for a Fixed Asset

-       Initiate fixed asset transfers

-       Transfer Fixed Asset from One Project to Another

-       Update the Project Association Table in the Fixed Asset Record

This job description is not exhaustive and additional tasks in the remit of the role may be added / removed according to operational changes.

  

Minimum Qualifications:

REQUIREMENTS: (Qualifications, Skills, and Abilities)

A. Education: Bachelor’s Degree or equivalent experience is a must.

B. Experience: 2-3years experience of demonstrated ability in handling the humanitarian supply chain.

C. Skills and Abilities:

Have a high degree of flexibility and ability to work under tight deadlines. Strong computer and communication equipment skills, including Microsoft Office applications. Ability to lead teams Organisational change Risk management Decision-making capability Cross-functional collaboration Conflict resolution skills Analytical thinking Result Focus Effective Communication Problem-Solving ability.

D. Proficiencies:

Active listening and effective communication. Critical thinking and problem solving. Professionalism and work ethics. Receptive and Resilient. Positive Interpersonal interactions

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equity. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons. 

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. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment.

 

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.