Global Surge Team Roster: Emergency Supply Chain Coordinator

About this role

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The IRC’s Global Surge Team (GST) is a roster of esteemed and highly qualified humanitarian professionals who deploy on short notice to non-emergency and emergency contexts to support the IRC’s mission. Members of the GST provide specialist support where talent is most needed for short-term deployments of up to three months. The GST is a flexible, occasional employment opportunity. Deployment needs vary based on demand. Staff can take on additional deployments as opportunities arise and if they are interested.

Members of the GST who specialize in emergencies are deployed to support either existing country programs in their emergency response, or to initiate a new program in a crisis zone. The overall responsibility of the team is to design, develop, and manage the IRC’s on-site humanitarian response, allowing us to meet the immediate needs of the affected population rapidly and effectively.

Major Responsibilities: The Emergency Supply Chain Coordinator, Global Surge will be responsible for the following subject to an agreed Terms of Reference for each deployment:

Emergency Response • Provide technical oversight of all Supply Chain functions for emergency response.

• Ensure that processes follow IRC GSC standard operating procedures in all aspects as followed.

• Contribute to field leadership, be a voice for the supply chain team within the unit.

• Where applicable s/he will be sent to existing programs to gap fill or provide extra capacity to in country teams

Planning • Proactively participate in BVA/ Project Cycle Meetings, including project design, project planning, project opening, project review, project close-out and project learning meetings to ensure that supply chain related issues are well articulated to all stakeholders and resolved for successful project delivery.

• Prepare and maintain emergency procurement plans and develop/maintain country program sourcing strategy for all active and pipeline grants in collaboration with program Technical Coordinators and Managers.

Procurement Ensure: • Compliance to IRC and donor policies for all goods and services procurement (including pharmaceuticals and medical equipment) 

• In collaboration with the in-country GSC team(s) review and utilize the Procurement contracts (MPA, MSA) in place for the purchases of goods and services.

• The implementation of GSC procurement and contracting SOPs.

• The accuracy of GSC data collected; timely submission of required report(s) to advise the decision-making process.

• Disseminate through trainings the existing procurement process as well the procurement tools to all EU GSC team members.

• Ensuring all required procurement documents are included in waivers request files (Purchase Requests, Market Surveys Proforma (3), ATC etc.)

• Management of all waivers with details of the emergency procurement circumstances, including the country program leadership approval (CD, DDO) before its approval by either the RSCD or the CGSCO.

• The suppliers’ files prepared by the procurement team are historically documenting the supplier(s) performance feedback provided by the EHAU services requesters after the goods/services deliveries. 

• For ad hoc procurement, the market surveys are required for value for money.

• The existence of segregations of duties in the procurement functions during the emergency deployment. 

• The program requirements for supplies of items and services are timely met.

• The Grant (s) procurement and distribution plans are developed, regularly reviewed and all related issues are timely resolved or raised in collaboration with leadership. 

• The end-to-end procurement processes are conducted through the BvA tool. 

• Any IRC procurement process deviations are identified, documented, and timely reported following the approved mechanism.

Inventory, Warehousing, Assets and Property Ensure: • The implementation of the IRC inventory policies during the emergency support for all Project Items (cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable). 

• The grant inventory report is accurate, regularly produced, reviewed, and approved before the Grant closing date.

• The warehousing safety and security requirements are in place.

• The assets maintenance plans are in place as per IRC policies.

Logistics Ensure: • The vehicle safety policies are in place, disseminated and followed by all vehicles users.

• Effective fuel consumption management tools are developed and in use.

• The fleet legal status (registration, licenses, insurance) are updated;

• The vehicle monthly reports are regularly issued, reviewed and used to inform the leadership strategic decision-making process. 

• The vehicle movement planning and tracking tool(s) are in place;

• The driver management policy is developed and followed.

Learning and Development Ensure: • Accurate staff development plans are developed based on the documented training needs assessment process, discussed with the unit leadership, approved and implemented. 

• Each team members' objectives are set following the organizational unit visions as well as operations context(s);

• Ensure all SC staff are train

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