ACBAR

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 forced 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 opened the country program in Afghanistan in 1988. Our programs span the range from humanitarian relief to early recovery and development activities, focusing on child protection, education, economic wellbeing, health, and power. The IRC works in 10 provinces throughout Afghanistan, among which some of the most security volatile, and employs over 1000 staff.

Compliance with Policies:

• Compliance with the IRC WAY (our standards for professional conduct) is a responsibility shared by all involved in delivering on the IRC’s mission. We must abide by the IRC Way and Safeguarding Policies all the time. 
• The IRC has zero tolerance approach to the IRC Code of Conduct including safeguarding violations being committed by its staff, consultants, contractors, volunteers, interns, suppliers, vendors, sub-grantees/partners, implementing partners or any other associate.

1.Supply Chain Planning:

• Prepare, review and update item forecast/procurement plans.
• Implement all IRC procurement SOPs.
• Implement sourcing strategies and relationships with suppliers.
• Monitor supply market and conduct market surveys & analysis.
• Support in asset, facilities and fleet planning and management.

2. Procurement
The Supply Chain Officer is responsible for implementing procurement plan and ensures all program procurement needs are met on time in accordance with Global Supply Chain and donors’ standards.

• Conducting market surveys.
• Implement IRC procurement SOPs in all procurements.
• Support program/requesters in reviewing item forecast before forwarding to the Supply Chain manager for uploading in Integra after review by Finance.
• Update price lists for frequently procured supplies and services on regular basis.
• Send out Request for quotation to suppliers.
• Participate in tender meetings & evaluations.
• Conduct negotiations with suppliers that is transparent and documented.
• Prepare bid analysis and other bidding documents for approval.
• Demonstrate value for money in procurement.
• Prepare procurement documents for the payment and submit to Supply Chain Manager for review before submitting to finance for payment.
• Integra related responsibilities
• Create Purchase Order (PO) from Sales Order or approved PR
• Review Draft Purchase Order and Submit for approval with all supporting documents attached to it
• Confirm PO and Transmit to Vendor
• Change a PO in Integra after it has been approved when required
• Create a Return PO for Invoiced Items (to obtain credit from vendor) when required
• Manage Item requirement and Item Forecast module

3. Transport/Fleet responsibilities:

• Work with the Field SC Manager 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.
• Evaluate, manage and monitor drivers.
   
• Manage the vehicle pool
• Ensure that appropriate communications and tracking equipment is installed and functioning in IRC hired vehicles to meet the operational and security requirements.
• Ensure the correct and timely routine maintenance and repair of IRC generators.
• Ensure that all hired vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
• Inspect and record condition of hired vehicles, by maintaining weekly checklists file and ensuring that Vehicles logbooks are accurately filled
• Ensure all vehicles are properly cleaned on daily basis.
• Prepare weekly and monthly report on transport department and discuss with Field SC Manager
• Work with the Humanitarian Access & Security team and Supply Chain Manager 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.

4. 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 reconcile with Finance team

Integra related activities with support from the finance department

• Update Fixed Asset Record with Required Information
• Create and acquire a CIK Fixed Asset (Non- depreciable)
• Create and acquire a CIK Fixed Asset Record (Depreciable)
• Get monthly Asset Depreciation from Finance
• Disposal - Capitalized Fixed Asset (Scrap)
• Disposal - Capitalized Fixed Asset (Sale)
• Disposal of a Non-Depreciable Asset (No Gain)
• Disposal - Sale of a Donor Asset (For Gain)
• Track Repair and Maintenance Costs for a Fixed Asset
• Perform Fixed Asset Transfers between projects, offices, or sub-offices
• Update the Project Association Table in the Fixed Asset Record
• On monthly basis generate Project Asset List

5. Warehouse and Inventories

• 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.
• Liaise with the Supply Chain Manager to 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 assets and 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.
• 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
• That Warehouse Authorization Schedule is up to date and implemented.
• 20% inventory cycle count for all stock is conducted quarterly or as per IRC Inventory management SOPs.
• Internal inventory checks are conducted, and appropriate records are 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 an appropriate layout, and signs display in strategic locations.
• That Year-end inventory counts exercise is conducted and provide accurate reports.

Integra related responsibilities

• Review and Analyse the On Hand List
• Create the Movement journals
• Create Transfer Orders
• Manage Picking list and Packing slips
• Support in Cleaning the system

6. Compliance and Ethics

• Implement due diligence for suppliers, this includes conducting ATC, reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Identify and report procurement red flags.
• Implement internal and external audit corrective action plans (CAPs) if any
• Procurement is conducted in compliance with donor regulations

7. Reporting

•  Prepare and submit weekly/ Monthly activity reports to the Supply Chain Manager
• Update the procurement tracker and share with the Supply Chain Manager and staff on a monthly basis.
• Review Purchase Orders (POs) in Integra and share a report with the Supply Chain Manager indicating the status of the POs.
• Support the SC Manager in preparing the SC monthly reports.

• Bachelor’s degree in the field of Business Administration or similar field and having at least 2-3 years of working experience with INGOs/NGOs/UN agencies in procurement/supply chain/logistics.
• Strong sense of personal integrity.
• Attention to details.
• Strong interpersonal skills.
• Having ability of multitasking.
• Team spirit and problem-solving abilities.
• Knowledge of generic procurement procedures and practices.
• Familiarity with major donor and local regulations / laws.
• Having good mathematical skills.
• Competent use of office automation especially word processing and spreadsheet.
• Good command of English and Dari and / or Pashtu
• Strong organizational and management skills.
• Having desired Computer skills.
• Having flexibility, and ability to work under pressure.
• Having adaptability of working in a multi-cultural environment.
• Ability of traveling to the field sites for providing support to supply chain staff as needed/requested.

For IRC- Afghanistan Internal Candidates:

(“ The IRC encourages employees to remain in a position for at least one year and be in good standing before applying for another position within the organization. if an employee is interested in a vacant position within the organization, he/she must inform his/her supervisor in advance before applying for a new position”)

(However, 1 year is a must to complete but to encourage IRCA employees somehow we are flexible who work in the current IRC position for at least 6 months or above and are given chance to compete for an opportunity in the organization)

All qualified candidates are requested to open the given link and follow the instructions:

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/58331?c=rescue

applications received without a given link and/or online system will be disqualified and removed from the entire process. 

Shortlisted candidates will be directly contacted for a written test and after that for interviews. If you are not contacted TWO or FOUR WEEKS after the closing date .please know that your application has not been successful for the post. IRC Afghanistan Country Office, Qala-e-Fathullah, Street # 3, District 10, Old UNOCHA Office, Beside Fatemia Mosque.

Refer to submission guideline