Supply Chain Assistant

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 affected people. At work today in over 40 countries and 22 U.S. cities, we restore 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 approximately 40 years, leading and delivering large, sophisticated programs to meet the needs in health, education, safeguarding, environmental health and livelihoods for displaced, poor and disaster affected communities. IRC works in partnership with local government and non-governmental organizations and is currently working across the country.

Overview/Summary:

Supply Chain Assistant will be responsible to oversee day by day operational activities including, managing all procurement requests, contract, lease agreement of IRC Nowshera assets, inventory, rental vehicles contracts and warehouse related matters for field Office.

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

Major Responsibilities:

• Processing PRs in BVA online system once submitted to SC by Program.
• Prepare procurement documents e.g. comparative statement, meeting minutes, bid analysis, PO and online payment request form for processing the payments.
• Tax calculations and attach online income/sales tax documents with each vendor’s payment before submission to Finance.
• Follow up with Finance on payments of vendors to ensure that all payments are processed/released timely.
• Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Assist program colleagues in arranging training supplies like stationery, printing material and banners etc.
• Facilitating staff while dispatching/receiving official mails and closely coordinate its tracking with receiving end.
• To assist the Supervisor in terms of market surveys, identification of potential vendors and updating of authorized vendor list.
• Responsible for timely processing of office utilities including gas, electricity, and communication bills.
• Responsible for cash procurement of program/training supplies as and when needed.
• Supervise the fueling at fuel station including IRC regular and rental vehicles.
• Responsible for submitting monthly Supply chain report (fuel report + Procurement reports) to Supply Chain Officer.
• All sorts of filing in the department including vendor wise filling to track the annual procurement with vendor.
• Distribution of RFQs among the vendors and follow up accordingly for timely submission of quotations.
• Supervise the stationery, office and kitchen supplies and maintain a record of it.
• Performs other duties, as needed, or requested.

Key Working Relationships:

Position Reports to:

• Administratively: District Project Manager
• Technically: Supply Chain Officer
• Position directly supervises: Office Aid, Cleaners, driver and security guards

Job Requirements:

Education: Bachelor’s degree

Work Experience:

Work experience of Supply Chain (Procurement, fleet and events management) with INGO/NGO will be preferred.

Demonstrated Skills and Competencies:

• Knowledge and understanding of Supply Chain Management.
• Reliable, responsible, and objective oriented
• Good interpersonal skills
• Ability to work in team
• Ability to live in challenging conditions and ability to work under difficult, high-pressure situations.

Language Skills:

• Professional level speaking, reading, and writing in English, Pashto 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.

You are flexible and highly motivated; able to handle pressure well and work effectively in diverse environments.

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, Accountability and Equality. 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.
• 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.

Women candidates and differently abled persons are highly encouraged to apply.