Supply Chain & Logistics Coordinator

JOB PURPOSE:

The holder of this position is responsible in managing the Logistics Department and deliver operational support for the delivery of multiple projects.

This position also holds responsibility in ensuring overall safety and security of IRW staff on official functions.

REPORTING TO: Country Director

STAFF REPORTING: Procurement Assistant and Logistics Assistant

DUTIES & RESPONSIBILITIES:

Supply Chain

• Plan, develop and manage the procurement plan for IRPh Office in line with the approved cost plan and prepare detailed specifications of equipment and supplies to be purchased and scope of work.
• Analyze all procurement proposals to determine appropriate strategy approach.
• Research, screen and evaluates suppliers’ performance and competence based on price, quality, service, support, availability, reliability, production and distribution capabilities, reputation and history.
• Conducts quality control on supplies and material received.
• Manage the procurements of goods, materials, and services for IRW country office and all of its projects.
• Verify all the goods from supplier and bills for which the payments are due.
• Manage the chain of supplies by:

1. maintaining strong material and vehicle supply to support needs of multiple projects
2. ensure proper collection, transport, storage, use, maintenance, and monitoring of supplies and assets from numerous sources
3. establish agreements for premises and vendors/suppliers
4. maintain monthly purchase records
5. regularly update supplies catalogue and price list every three months
6. ensure proper management of stocks

• Develop and ensure the efficient implementation of the procurement plan and overall procurement strategies using best procurement practices and approved policies.
• Support documentation and monitor flow of materials to support project delivery.
• Regularly communicate, coordinate, and liaise with vendors, suppliers, and contractors.
• Ensure that staff follow IRW procurement policy.
• Manage overall Logistics and Procurement requirements during emergency response like supplier for goods and services, setting up offices (if required), planning and implementation.
• Supply and deliver equipment and materials to required destinations in an efficient and cost-effective manner.
• Plan and maintain logistical support for IRPh field operations.
• Supervises and oversee food items, non-food items, medical supplies, and equipment related to the projects of IRPh.
• Ensure that logistics work in the field location is carried out in coordination with logistics and other field locations.
• Work closely with Global and regional supply chains on any required support.
• Prepare monthly supply chain reports and share them with CD and regional/ global supply chains.
• Get all prerequisite training recommended by HR and line management.
• Any other duties assigned by the line manager.

Safety and Security

• Conduct a detailed risk assessment of Mindanao, including security and programme related aspects, relevant to the current operations of IRW in the area.
• Regularly conduct risk and security assessments of new programme sites identified and a yearly risk assessment of current programme sites.
• Provide safety and security situation report on a monthly basis and incident reports relevant to the operations of IRPH within 24 hours.
• Create and implement a safety and security management plan to ensure that staff exposure to threats and risks are reduced. Ensuring that the plan is updated as safety and security situation in the concerned areas may change.
• Gather and monitor security and safety-related information and advice Country Management Team when necessary.
• Create and maintain contingency plans and communication tree.
• Ensure that communication devices and fire prevention devices in IRW offices are always in good working condition.
• Develop an SMS monitoring system to track staff location, especially when doing field work.
• Conduct regular physical inspection of IRW offices, warehouses, and other facilities and recommend security arrangements when necessary.
• Coordinate with Administration and Human Resource on background checks and entry controls.
• Provide security briefings for staff and new hires travelling to and working in IR Philippines Country Office and sub offices.
• Design, organize, and deliver crisis management trainings and safety and security capacity building trainings to staff.
• Provide trainings and in-depth briefings to drivers and security guards.
• Conduct fire and earthquake drills and trainings.
• Establish safety and security procedures and protocols during emergency and humanitarian responses.
• Work closely with programme team to integrate safety and security in the programme design and implementation.
• Act as IRW focal point for safety and security when external representation and coordination is necessary.

PERSONAL SPECIFICATION

• Bachelor’s degree in fields related to public administration, business administration or any other related field.
• At least 3 years of solid experience in handling procurement, and logistics functions both for development works and humanitarian emergency responses.
• 3-5 years of experience working with I/NGOs or international organisations in security management.
• Solid experience in managing safety and security in complex situations. Experience working in Cotabato and/or BARMM region a plus.
• Full understanding of the security context in Philippines
• Knowledgeable in supply chain management.
• Specialized training in procurement and logistics is an asset.
• Logistics management experience with the UN system a strong asset.
• Good command of spoken and written English.
• Good IT skills and use of office software packages (MS Word, Excel, etc.).
• Knowledge and understanding of humanitarian/development issues.
• Excellent organizational and information management skills.
• Excellent communication skills - able to communicate and report both orally and in writing.

How to apply

Interested applicants should send their CV with a cover letter on or before **October 10, 2023,**to HR.Philippines@islamic-relief.org.ph with email subject or reference: Supply Chain & Logistics Coordinator Application.

Islamic Relief Worldwide is a humanitarian and development organization and working in Livelihood, WASH, Education and DRR sectors in line with our vision of a caring world where communities are empowered, social obligations are fulfilled, and people respond as one to the suffering of others. We work regardless of ethnicity, religion, political affiliation, or gender.

This position is open for Filipino nationals only, women are strongly encouraged to apply.

Selection will be based on application letter, CV, interview, and other relevant documents (as requested). Only short-listed applicants will be contacted.

Walk-in applicants and applications sent through Islamic Relief Philippines social media account i.e., Facebook, will not be entertained.

Our values and commitment to safeguarding

IRW is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IRW engages. IRW expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

As the position needs to be filled in on an urgent basis, therefore, we may stop receiving applications as soon as there are applicants suitable for the position.