ORGANIZATIONAL BACKGROUND

After more than a year of conflict, Sudan is facing one of the world’s worst humanitarian crisis and one of the largest internal displacement in the world. Famine is now a threat and access challenge due to season or infrastructure is likely to worsen the already catastrophic humanitarian situation.

The current conflict in Sudan, which began on April 15, 2023 between the Sudanese Armed Forces (SAF) and allies, and the Rapid Support Forces (RSF) and allies, continues to cause loss of lives and massive displacement, with over 6.7 million internally displaced persons in the country and nearly 2 million people fleeing to neighboring countries, including Chad and South Sudan. Darfur & Kordofan regions remain some of the regions hardest hit by the consequences of this crisis due to the dynamics of the conflict and past conflicts that continue to have serious repercussions on the population

IRC is working to consolidate its West Sudan interventions to build these into long-term and sustained programming operations. To enable scale-up across Sudan, a West Sudan area has been established covering operations in Kordofan & Darfur regions.

SCOPE OF WORK:

The Senior Supply Chain Coordinator (Snr SCC) will play a key role in the overall leadership of operations and coordination of support to programs to ensure efficiency and effectiveness in our operations. The day-to-day portfolio will include direct supervision of the operations teams including Supply Chain. The position is expected to work in strong coordination with the Finance department and the Director for West Sudan program on overall financial management and financial health of the mission. Secondary responsibilities will include working with HR and Safety & Security on staff safety, wellbeing and duty of care are built into the West Sudan operations. The Senior SCC together with other members of the SMT will ensure the missions workplans are executed in a timely manner and within budget.

PORTING RELATIONSHIPS AND COORDINATION:

Reports to: West Sudan Director

Technical supervision by: Regional Supply Chain Director – East Africa

Technically Supervises: Supply Chain Coordinator, Supply Chain Senior Manager in Sudan West operation areas. Provides technical leadership to Operation team in field offices that are directly supervised by the Senior Field Coordinators or Managers.

Key Interfaces: Regular relationships with HQ, regional and country Supply Chain staff at all levels, SMT, Finance team, RITD, Technical Coordinators, Senior/Field Coordinators and Senior/Field Managers and other relevant staff as necessary with program expansion.

**External:**May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations, Logistics cluster, IMPAACT.

KEY RESPONSIBILITIES:

Supply Chain Planning

The Snr Supply Chain Coordinator is responsible for supply chain activities planning, developing supply chain plans to support program implementation and close coordination with internal and external stakeholders. Supply chain planning includes: procurement plans, warehousing plans, transport plans, staffing plans, distribution plans and training plans.

• Coordinate procurement plans are developed for all active grants in collaboration with program Coordinators/Managers and apply Quantification methodology to the procurement of medical commodities.
• Ensure that program teams develop distribution plan for supplies and assets in order to eliminate inventory remaining in the warehouses after grants closure.
• Coordinate with supply chain field staff ensuring that there is sufficient spaces in the warehouses before sending program supplies to the field sites.
• Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.
• Ensure that supply chain department is well staffed and roles and responsibilities of each have clear job description.
• Oversight and management of medical commodities, ensuring our QA policy is adhered to from sourcing to the last mile
• Ensure a strong collaborative relationship with country teams that border IRCs West Sudan areas of operation; plan activities with them and ensure all support needs are well planned and executed.

Procurement Management

The Snr Supply Chain Coordinator owns, manages and drives IRC in West Sudan procurement strategies, policies and procedures. He/she ensures all West Sudan program procurement needs are met on time in accordance with IRC Global Supply Chain (GSC) standards.

• Ensure compliance to IRC and donor policies in the procurement of program supplies and assets.
• Ensure review and execution of procurement contracts in timely fashion.
• Ensure Implementation of GSC SOPs in all Sudan West program offices.
• Ensure supply chain monthly and quarterly reports are accurate and submitted on time.
• Organize procurement trainings sessions for procurement / tender committees in the field offices and non-supply chain staff if deemed necessary.
• Ensure all suppliers/service providers Information, history and performance are filed and kept confidentially in all offices.
• Ensure supply chain field team have a strong understanding of the market and are able to recommend to programs whether international/cross border or local sourcing is the right approach for strategic categories.
• Identify fraud and corruption red flags and address in timely manner.
• Work with Field Offices Supply Chain to establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
• Work with Field Coordinator / Managers to ensure effectiveness, West Sudan supply chain structure and implementation of the IRC’s standard operating policies and procedures.
• Be a subject matter expert on IRCs ERP, Integra.
• Ensures our medical commodity procurement practices meet IRC standards in quality assurance.

Inventory Management

The Snr Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the West Sudan program and ensuring excellent records keeping, implementation of inventory standard operating procedures and control as provided by GSC.

• Ensure implementation of IRC inventory policies in all IRC Sudan offices.
• Produce grants ending and year ending inventory report in timely manner.
• Visit field offices regularly and check warehouses/stores records and safety as per IRC standard Supply Chain Assessment Tool (SCAT).
• Conduct spot checks and surprise inventory counts as per IRC SOPs.
• Ensure we meet GDP standards in our medical inventory management

Assets Management

The Snr Supply Chain Coordinator is responsible for the procurement, maintenance, safe keeping and records of all IRC West Sudan program assets and equipment. He/she is responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors rules and regulations.

• Ensure Implementation of IRC Asset policies in all IRC Sudan offices.
• Ensure assets are maintained timely and are safe to use, all maintenance documented.
• Ensure assets are tracked properly, tagged at the delivery and asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.
• Plan for asset replacement as their service life coming to an end ensuring sufficient funds are budgeted for replacement.
• Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.
• Ensure spot-checks are done systematically, documented and reported for all IRC assets, inventory and equipment at least once a year.

Vehicles Management

The Snr Supply Chain Coordinator is responsible for overseeing and coordinating all IRC West Sudan fleet and transportation activities, ensuring that all IRC fleet operations are conducted in adherence to IRC vehicles policies and procedures including vehicles procurement, vehicles movement, maintenance and reporting accuracy.

• Ensure all IRC vehicles are in good condition and well maintained.
• Ensure all IRC-owned vehicles are reported and insured by IRC.
• Ensure local fleet management policy is in place, implemented and followed by all in all IRC West Sudan offices.
• Review regularly fuel consumption and vehicle utilization management. Based on analysis, plan for increase/decrease of number of vehicles if necessary.
• Review vehicle monthly reports and provide necessary support to the supply chain staff.

Compliance and Ethics

The Senior supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans and ensuring all supply chain activities are conducted in ethical manners.

Learning and Development:

The Sr Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.

Snr Supply Chain Coordinator Competencies matrix:

The Snr Supply Chain Coordinator competency matrix is the main supportive document to this job description that details all required skills, tasks and the accountability levels. The Snr Supply Chain Coordinator must ensure that all tasks are preformed according to the standards. The Snr Supply Chain Coordinator is accountable for the competencies matrix implementation.

Requirements:

• Advanced Degree, 6 years or more of progressive Supply Chain professional experience or equivalent education and experience.
• Demonstrated success as a Supply Chain leader across all disciplines including planning, procurement and logistics.
• Demonstrable knowledge and experience in medical logistics and the procurement, storage, transport and distribution of pharmaceuticals.
• Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management.
• Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units.
• Able to work effectively in a highly matrixed structure.
• Proven experience in remote management
• Strong financial management and budgeting skills.
• Excellent training and coaching ability.
• Fluency in English required, spoken proficiency in Arabic a plus
• Ability to travel to remote field offices.
• Resilient, organized, hard-working, with positive attitude.

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.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.