Supply Chain Coordinator

Program Background Summary:  

The USAID-funded Pakistan Reading Project (PRP), implemented by the International Rescue Committee (IRC) and its partners (Creative Associates International, World Learning, and Institute of Rural Management), is a seven-year project with the objective to support the provincial and regional departments of education (DoE) throughout Pakistan to improve reading skills of children in grades one and two. The project aims to achieve this goal through three distinct but interrelated components that work in synergy to affect the quality of early grade education: improved classroom learning environment for reading, improved policies and systems for reading, and community based support for reading in Pakistan.

Job Overview/Summary

The Supply Chain Coordinator is an integral member of the country management team (PRP) and reports directly to DCOP Operations. This position is responsible for the management and delivery of effective Supply Chain support throughout the country program in compliance with IRC and donor regulations. Key responsibilities include procurements of goods and services, contracts management, filing tax/duty exemptions, asset management, staff management and compliance with IRC and donor’s policies and procedures.

Major Responsibilities:

 Procurements Management

·         Leading the Supply Chain team in an effective way by fulfilling project requirements in compliance of IRC and donor (USAID) policies and procedures.

·         Using Purchase request tracking system (PRTS) follow up with Supply Chain staff for ensuring quality and timely completion of tasks.

·         Oversee developing of annual/semi-annual procurement plans with program and other support functions well while ensuring that activities are budgeted and realistic in terms of delivery timings.

·         Ensure transparency in the procurement process in relations to standard SOP’s.

·         Ensuring maintenance of suppliers/vendor list and make sure it is updating on need bases.

·         Ensure timely, cost efficient procurement of goods and services, fulfilling required specifications.

·         Identifying needs of new Master Service Agreements (MSA)/Master Purchase Agreements (MPA) and initiating process. Ensure extensive use of MSA/MPA in frequently procuring goods/services.

 Contracts Managements

·         Ensure that IRC contracts formats are used and are legally vetted in Pakistan

·         Timely and efficient placement of contracts

·         Develop tracking system for long term contracts and ensuring that these are properly utilized.

·         Sharing updated contract list with Regional Supply Chain Director and Quality Assurance team

 GST/Excise Duty Exemption

·         Ensure filling of GST//Excise Duty cases and their submission through USAID to Economic Affairs Division (AED) Govt. of Pakistan/FBR

·         Ensure tracking system for GST/Excise Duty cases. Updating tracker on daily, weekly and or as required.

·         Ensure that USAID and AED guidelines for completing doc’s and submission procedures are followed in exemption cases.

·         Immediate implementation of any change reported by USAID in terms of exemption process or docs.

 Assets Managements

• Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed according to IRC and/or donor regulations.
• Ensure IRC and donor processes and reports regarding assets are completed and submitted well on time.
• Ensuring disposal of assets is reviewed annually and donor requirements followed as necessary.
• Ensure that 100% physical verification of assets is completed in September each year and reported to local Finance, RSCD and HQ well on time.

 Staff Trainings & Management

·         Proactively develop the skills of IRC staff to understand and utilize Supply Chain tools and services to design and implement quality plan.

• Ensure delivering of on job, internal and external trainings to Supply Chain staff enabling them to performing in compliance with IRC and donor policies and procedures while doing procurements and assets management,  etc.
• Identify staffing and/or skills gaps and ensure that those gaps/needs are fulfilled.
• Leading Supply Chain team and provide support and guidance as and when required.
• Provide feedback to staff through regular performance evaluations.
• Ensure that staff discipline follows a progressive methodology which provides clear and structured improvement.
• Develop long term plans for continued  and quality performance of staff

·         Develop and implement plans for motivated and skilled staff promotion and retention

·         Ensure that none Supply Chain staff participating as voting member in tendering committees, are oriented, trained and understand their roles and responsibilities.

 Compliance

·         Ensure that Supply Chain policies and procedures are in compliance with applicable IRC and funding source policies, procedures and requirements.

·         Submit cases for USAID vetting where required.

·         Review doc’s in regards to issues identified, takes corrective measures in line with suggestions and report back to compliance team one the corrective measures are taken and documents are completed.

·         Making sure that issues and mistakes, identified by compliance team, didn’t take place in future. 

Reports Submission

• Preparing and timely submission of monthly reports i.e. Monthly Management Report and Supply Chain Management Report
• Preparing and provision of Quarterly Progress Report (QPR) to Communication at the end of each quarter.
• Providing monthly forecast and commitment reports to Finance and ensuring that the information’s are correct and up to date.
• Monitor Supply Chain key performance indicators (KPI’s) on monthly bases. Taking corrective measures if the targets are not achieved. Preparing Operations Scorecard report on Supply Chain performance at the end of each quarter.  
• Sharing Ops scorecard report with senior in country and regional management for their review

General Responsibilities:

·         Building Supply Chain team in terms of skills, approach towards work and dealing with other colleagues.

·         Ensuring professional and ethics compliant relations of staff within the team and with other departments

• Assess and support Field Offices in terms of logistics and procurements of goods and services. Set up new and existing offices of IRC for Pakistan Reading Project as and when required.
• Collaborate with Finance Controller and compliance unit to ensure that internal controls are met with minimum of bureaucracy.

·         Participate as a permanent voting member in the Procurement Evaluation Committee.

·         Conducting due diligence of suppliers/vendors/firms

·         Cost negotiations with suppliers/vendors/firms

Key Working Relationships:

Position Reports to:  Deputy Chief of Party – Operations

Position directly supervises:  Supply Chain Manager, Inventory Manager

Indirect Reporting: Regional Supply Chain Director Other Internal and/or external contacts:

Internal: Finance and program departments

External:  Vendors and other service providers

Job Requirements:

Education:

·         MBA/ACCA/ ACA/ACMA ( Certification/Diploma in Supply Chain preferred)

Work Experiences

• Seven (7) years or more, progressive management and leadership experience, including in conflict areas and insecure environments.
• Three (3) years experience working with USAID-funded projects, familiar with USAID rules and regulations relevant to Supply Chain and procurements.
• Experience of managing a large scale budget and Education sector Supply Chain operation.

Demonstrated Skills:

·         Solid knowledge and understanding of practical Supply Chain Procedures and maintaining supply pipelines in areas with weak infrastructure.

·         Possess leadership qualities and willing to exercise initiative.

·         Good analytical skills and ability to promptly identify bottlenecks and address those.

·         Able to take pressure and work in challenging and demanding environment and handle multiple tasks at a time.

Language and Computer Skills:

·         Strong English communication skills

·         Strong computer competency with word processing, spreadsheets, databases, outlook and other IT skills.