The Supply Chain Assistant provides comprehensive administrative and supply chain support to ensure the effective delivery of front office services, warehousing, asset management, and transport operations at IRC’s Lodwar Program. The role supports efficient office operations, compliance with IRC policies, and accountability in resource management.
Key Responsibilities
Office Operations and Administration:
- Provide day-to-day administrative support to ensure smooth office operations.
- Liaise with the Procurement team to ensure timely and appropriate acquisition of administrative and operational supplies.
- Prepare and submit replenishment requests for operational supplies in a timely manner.
- Raise Purchase Requisitions (PRs) and follow up on procurement of operations supplies and services through Integra.
- Coordinate travel and accommodation arrangements for staff and visitors.
- Advise the Supply Chain team on office and compound maintenance needs and follow up on repairs.
- Oversee general office areas to ensure cleanliness and proper maintenance.
- Manage petty cash to support payments for casual staff, ensuring proper documentation and accountability.
Personnel and Supervision:
- Supervise assigned transport staff, including drivers.
- Assign duties, monitor performance, and conduct regular performance evaluations for staff under direct supervision.
- Support staff development through on-the-job training and supervision.
Warehouse and Inventory Management:
- Ensure all warehouses are well maintained, secure, and accessible only to authorized personnel.
- Maintain accurate and up-to-date warehouse records, both physically and in Integra.
- Ensure proper filing systems and inventory control mechanisms are in place and adhered to.
- Ensure compliance with IRC supply chain policies and procedures in all warehouse transactions.
- Prepare and submit timely weekly and monthly inventory reports.
- Ensure efficient management of all CIK inventories.
Assets and Transport Management:
- Maintain an up-to-date asset register and inventory records, including monthly updates in Integra.
- Ensure proper maintenance, tracking, and documentation of all IRC assets and equipment.
- Ensure all assets issued to staff are documented and signed using the appropriate equipment issue forms.
- Track asset movements and ensure all status changes are properly documented and filed.
- Maintain an organized and up-to-date asset filing system.
- Recommend assets for disposal and prepare all required documentation.
- Coordinate and oversee transport, fleet, fuel usage, and equipment management functions for the Lodwar office.
- Track fuel consumption and ensure accurate reconciliation and reporting.
Procurement (from time to time, whilst ensuring segregation of duties):
- Ensuring that procurement services are carried out in accordance with IRC Kenya and donor-specific polices.
- Coordination with Finance, Admin, and program departments to ensure coordinated internal controls, timely payment of vendors and full, auditable support documentation.
- Ensuring a transparent and responsive procurement process is implemented and maintained.
- Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
- Establishment and maintenance of ethical, professional working relationships with suppliers.
Safeguarding:
Demonstrates a commitment to upholding the highest standards of integrity and professional conduct by preventing any form of abuse, exploitation or harassment. Promotes a safe and respectful environment for clients, colleagues and communities whilst promptly reporting any safeguarding concerns in accordance with IRC policies and procedures.
Key Deliverables:
- Effective and efficient administrative and supply chain support services.
- Full compliance with IRC policies, procedures, and accountability standards.
- Accurate and timely monthly reports on inventory, assets, and fuel consumption.
- Improved accountability and efficient utilization of organizational resources.
Required Qualifications and Experience
- Bachelor’s Degree in Procurement logistics and supply Chain or any other related field.
- Minimum of four (4) years’ experience in supply chain and administration within a busy office environment, preferably in a development or humanitarian organization.
- Proficiency in Microsoft Office applications (Word, Excel, Access).
- Strong knowledge of administrative rules, regulations, and procedures.
