Admin / Supply Chain Officer

Background/IRC Summary:

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.

IRC has been working in Pakistan for over 30 years, and manages and delivers large, complex programs to meet the needs in health, education, protection, environmental health and livelihoods for displaced, poor and disaster affected communities. IRC works in partnership with local government and non-governmental organizations and currently works in the Khyber Pakhtunkhwa and Sindh provinces.

Job Overview/Summary:  

Admin and Supply Chain Officer will be responsible to oversee day by day operational activities including, managing all procurement requests, contract, lease agreement of IRC Multan assets, inventory, rental vehicles contracts and warehouse related matters for Multan office

The job holder is responsible to promote accountability and ensure compliance with IRCWAY policies, Core Humanitarian Standards for Quality and Accountability (CHS).

Major Responsibilities:

Logistics, Procurement and Administration

• Focal point for managing local procurement for field office.
• Manage assets, inventory, rental vehicles and warehouse related matters.
• Supervising the date entered or inters data into BVA online system and generating reports.
• Preparation of lease agreements, procurement contracts, Purchase Orders, Vehicle rental and fuel contracts, Market survey, update authorized suppliers’ list, price list.
• Review and submission of monthly field logistics reports on fuel consumption, vehicle usage, inventory reports assets tracking, assets report etc.
• Prepare and review of PRTS and Commitment reports related to project, before sharing with Supply chain Coordinator / Manager.
• Preparation of Procurement plan with help of program team.
• Review and submission of monthly field Supply Chain reports on fuel consumption, vehicles usage, inventory reports, asset tracking, assets reports etc.
• Responsible for fleet management, Supervision of rental drivers including their duty roaster, Perdiam and Outstation/Field travel, Process all the payments related to fuel, rental vehicles on time to finance.
• Arrange kitchen/janitorial supplies and keep proper record of all the supplies. 
• Facilitate and arrange (Boarding& Lodging) for different workshops/seminars/trainings/meetings and different events.
• Responsible to manage the petty cash and its timely replenishment.
• Responsible for entering data into BVA online system and generating reports.
• Review and submission of monthly field supply chain reports on fuel consumption and vehicles usage reports etc.
• Generate and review of PRTS and Commitment reports related to field office.
• Provide the required administrative support.
• Prepare duty roaster for support staff. 

Hotel Booking/Events.

• Arrange accommodations in Hotel/Guest Houses for IRC staff. 
• Timely processing the payment of hotels/guest houses.

Key Working Relationships:

Position Reports to:  Project Manager

Position directly supervises: Support staff

Job Requirements:

a)      Education:

• Master Degree in Business Administration preferably in Supply Chain.

b)     Work Experience:

·         Overall 03 Years of work experience managing procurement, supplies, inventory, assets, transport, lease agreements etc

c)      Demonstrated Skills and Competencies:

• Knowledge and understanding of practical procurement, logistics, transport experience
• Reliable, responsible and objective oriented
• Excellent communication skills
• Ability to work in team
• Ability of work under pressure 

Language Skills:

Fluent, professional level speaking, reading and writing in English and Urdu. At this level, applicant should have;

• The ability to speak using sufficient, structured and accurate vocabulary in formal conversation;
• The ability to use the language to satisfy professional needs;
• The ability to read and write at a normal speed and with almost complete comprehension of a variety of materials, unfamiliar subjects, styles and forms pertinent to the job needs.

The IRC Core Values and Commitments;

·         The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. 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 committed to ensuring that IRC staff is suitable to work with children and have the knowledge s/he needs to uphold and abide by the IRC’s Child Safeguarding Policy.

o   Level of interaction with children: Less frequent direct contact with children

·         IRC ensures that its staff must actively practice the roles and responsibilities related to client responsiveness, accountability to people in affected communities and must have competencies to solicits and listens to feedback and other’s perspectives, responds to feedback with maturity and sensitivity and takes appropriate decisions and makes changes to behavior or actions in response to feedback.

·         IRC recognizes that gender equality is fundamental to the achievement of our organizational mission. As such, IRC is committed to the promotion of gender equality in all aspects of our operations and programs. Our organizational policies, procedures and actions demonstrate this commitment.

Gender:

• IRC recognizes that gender equality is fundamental to the achievement of our organizational mission. As such, IRC is committed to the promotion of gender equality in all aspects of our operations and programs. Our organizational policies, procedures and actions demonstrate this commitment. Women candidates and differently abled persons are highly encouraged to apply.

Women candidates and differently abled persons are highly encouraged to apply