Background/Context:
The IRC has operated in Syria since 2012, providing protection, health, economic recovery, and early childhood development programs in Idleb, Aleppo, Ar-Raqqa, Hassakeh, and Deir ez-Zor, with new programs expanding into Hama, rural Damascus, and Homs. With a team of over 350 members, the IRC has established trust and strong community relationships, ensuring access and effective service delivery.
Our longstanding experience in country to date provides a strong foundation for the IRC to further adapt and expand its programming across Syria, in order to respond to the new realities โ with a greater focus on resilience and recovery initiatives. Alongside this, the IRC also plays a significant role in Syriaโs NGO, donor, and coordination forums, holding key positions and actively engaging in advocacy efforts.
Job Overview/Summary:
WoS Supply Chain Manager-Logistics is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and functions needed to implement programs effectively, encompassing planning, procurement, logistics, inventory management, property, and asset management, as well as vehicle and fleet management.
WoS Supply Chain Manager-Logistics is responsible for supporting the Supply Chain function to ensure efficient delivery of supply chain functions in the Country and field offices in logistics, inventory management, property and asset management, Facilities maintenance as well as vehicle and fleet management.
Responsibilities:
A. Supply Chain Planning
The WoS Supply Chain Manager-Logistics will work closely with internal and external partners to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes:
In collaboration with program Coordinators/Managers and internal and external partners to support program implementation. Ensure program teams develop distribution plans for supplies and assets of closed grants in the warehouses. Coordinate with supply chain field staff to ensure sufficient space in warehouses before sending program supplies to the field sites. Ensure that the supply chain department (Warehousing and Assets, Transport, Maintenance, and Facilities) is well-staffed and roles and responsibilities of each have a clear job description. Preparing warehousing plans, transport plans, and distribution plans. Implementing all IRC Inventory and Assets, Transport, and facilities Management policies. Develop sourcing strategies and relationships with suppliers for Vehicles and truck rentals, and Generator Maintenance.B. Inventory, warehousing, and Assets Management
Ensure:
Inventory control, including drug storage, Cold chain, buffer stock, contributions in kind stock (CIK), and food commodities. Implement the IRC inventory policies regarding all project Items, including cycle count, reporting discrepancies, pharmaceutical quality assurance, and cold chain policies where applicable. Develop and ensure material distribution plans are up-to-date and being adhered to. Coordinate inventory disposal procedures. Placement of the assets maintenance plans as per IRC policies, including repairs and insurance coverage process. Conduct an Asset and property needs assessment for the office and Guesthouses. Handle asset and property disposal management Ensure that the grant inventory and asset report are accurate, regularly produced, reviewed, and approved before the Grant closing date. Create Counting Journal โ 20% Count on a quarterly basis and liaise with the Supply Chain Coordinator for the selection of items to be counted. Create and print Counting Journal for Annual and End-of-Grant Count With support from other departments, perform Physical Inventory Count Annually in September of every year. Record and post Counting Results. Generate an On-hand Inventory list and share it with program/Requesters on a weekly basis. Create and post an Inventory Adjustment Journal (Adjust In and Out) to record inventory discrepancies (Damaged, expired, found, etc.) Create and post an Inventory Adjustment Journal for vendor samples acquired through the RFP / RFQ process.C. Logistics and Fleet Operations
The role holder will:
Work with the Supply Chain Coordinator to design a suitably staffed and equipped transport function to support the IRCโs vehicle operations and policies. Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues. Implement country fleet management policies that are consistent with transport requirements. Dissemination and adherence to vehicle safety policies by all vehicle users. Conduct transport need assessments. Develop and monitor fleet movement plans, vehicle repairs, driversโ assignments, vehicle safety, and fuel consumption. Develop vehicle management cost analysis and compile carbon emission reports. The fleet legal status (customs clearance, registration, licenses, insurance) is up to date. Regular issuance, review, and usage of vehicle monthly reports to inform the strategic decision-making process. Manage and be accountable for the vehicle fleet, ordering, and inventory management of all IRC vehicle-related parts and consumables, including fuel. Ensure that appropriate communications and tracking equipment is installed and functioning in IRC vehicles to meet the operational and security requirements. Ensure the correct and timely routine maintenance and repair of IRC generators. Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, etc. Prepare weekly and monthly reports on the transport department and discuss with the Supply Chain Coordinator Work with the Supply Chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements. Any other duties as may be assigned by the supervisor.D. Partnerships Responsibilities :
Contributes to assessing, reviewing, and analyzing technical areas of inventory, fleet, asset management, policies, and procedures following each PCA conducted. Be up to date with the latest information on all partner procurements carried out by IRC and identify any issues that might need urgent attention, especially with assets and inventories to be donated or transferred to partners. Monitor progress made with partners on any capacity development initiatives, i.e., training, mentorship, and coaching Identify and report any risks on fleet, asset, and inventory management from partners and share with the Partnership Supply Manager for further action where necessary. Support partners to develop their distribution plans in line with their budget, spending plans, and work plans. Conduct monitoring visits on asset inventory and pharma inventory management in general, and share feedback with partners, including discussing and agreeing on an improvement plan. Ensuring that the partnersโ assets list is up to date for reporting, grants management purposes with guidance from the Supply Chain Coordinator. Champion robust partner relationship management characterized by the core partnership principles from IRCโs Partnership Excellence for Equality and Results System (PEERS) of responsibility, results-oriented approach, equality, transparency, and complementarity. Work closely with the Partnerships team in promoting PEERS policy whilst working with partners as far as partnerships is concerned, including fostering quarterly monitoring visits and drawing lessons from the Supply Chain Perspective. Working together with the sectors' leads and Supply Chain function leads on CIKs and donations. Any other duties assigned by the line Manager from time to time.E. Compliance
Identify, document, and timely report any IRC Inventory and Asset deviations following the mechanism in place for appropriate follow-up. Implement and sustain segregation of duties in Inventory and Assets management and other related functions. Review and provide feedback on assigned supply chain reports submitted by country offices. Develop and support implementation of improvement plans. Implement all donor requirements on inventory and asset management. Promptly inform the Supply chain coordinator or, as per IRC standard procedure, for any areas of concern or potential or suspected supply chain policy violations. Provide constructive support to other functions to ensure effective compliance with policies & procedures. Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e., implementing post-audit corrective action plan).G. Technical Management & Systems:
Participate in developing and implementing Supply Chain systems and, when vital, SC Standard Operating Procedures.Pharmaceutical Supply Chain
Staff Performance Management, Learning & Development
Hire, supervise, and build the capacity of team members in relevant technical and management competencies. Coach, train, supervise, and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews. Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews. Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis. Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team, and providing guidance on career paths. As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies. Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff. Look for opportunities to support staff in their career growth, where appropriate. Adhere to and act in accordance with the IRC Global HR Policies and Procedures and communicate through word and example a high standard of compliance with all applicable policies and regulations.Job Requirements:
Work Experience & Education:
University degree or relevant experience 6 years of progressively responsible professional experience in Logistics of with 2 years in a managerial role. Previous experience in an emergency or conflict-afflicted setting is required.Demonstrated Skills and Competencies:
A commitment to IRCโs mission, vision, values, and IRC Way โ Professional Code of Conduct. Credible written, presentation, and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development. Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to achieve effective resolution. Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context. Validated ability to plan long-term, organize priorities, and work under administrative and programmatic pressures with detail orientation and professional patience. Highly collaborative and resourceful; ability to establish positive working relationships with senior-level management and all other partners to maximize cooperation and productivity. Curiosity, a desire to continually learn and develop, and a sense of humor are a must. Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.Language/Travel:
English is required, while Arabic and Kurdish are desired. Travel: 40% to field sites in Syria, as well as attending regional and global workshops and meetings where necessary.Key Working Relationships:
Position Reports to: Syria Supply Chain Coordinator
Position directly supervises: Sr. Pharma Warehouse Officer, Raqqa, Logistics Officers in Raqqa, Idleb, and Damascus
Indirect Reporting: Field Director
Key Internal Contacts: Regular relationships with country Supply Chain staff at all levels, Field Director, and Project Coordinators/Managers. Actively participate in supply chain meetings and lead sessions as required.
Key External Contacts: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups, and foundations.
Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way โ Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.
Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the country where this position is based and are currently residing outside of your home country, you may be eligible for an attractive relocation package. Eligibility is determined based on IRC's operational needs and specific role requirements. IRC strives to attract, motivate, and retain qualified national staff in our programs.
Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.