Summary
Date Posted: Tuesday, January 17, 2023 , Base Salary: Not Disclosed

JOB DETAILS:

Reporting to the Supply Chain Coordinator, the Supply Chain Manager - Warehouse & Logistics is responsible for the efficient coordination and management of all Warehousing, assets, transport, fleet, and equipment management functions for IRC’s office locations. The position will also be responsible for the standardization of policies, reporting, contract managements, Administration and good fleet and warehousing practices across all the field sites and will require regular travel to provide technical support to the field.

Key responsibilities:
Inventory Management
• The role is required to analyze inventory statistics and perform financial analytics to determine accurate reports to finance and Supply chain.
• Regularly spot check to ensure inbound and outbound operations are adhered to and aligned to Integra procedures. Where gaps are noted, the SCM to ensure physical and system processes are consistent.
• Empower team including the relieving resources to perform inventory functions in the system before handing over when proceeding for leave.
• Prior to inventory counting process, ensure prior counting activities are completed ie transfer orders, Pick Pack processes, inventory transferred to actual location, distribution of closed grants, among others to ensure the counting journal generated are complete and accurate.
• Regularly generate inventory report monthly to reconcile inventory quantities and value with Finance records. Any discrepancies noted should be reconciled and lessons considered in preparation for the end-year count.
• Lead inventory movement and costing through ERP system.
• Handle inventory levels by running bi-weekly reports by identifying and review of inventory transactions.
• Collect, document, monitor, and review inventory data for accuracy and timeliness within an ERP system.
• Analyze inventory transactions within ERP system and provide a report to Deputy Director of Finance and Deputy Director of Operations.
• Maintain monthly inventory reconciliations, produce inventory reports on regularly, for management review.
• Research and apply GAAP rules in accounting adjustments in respect to inventory.
• Head meetings with all department managers to discuss and troubleshoot for variance reductions.
• Supervising inventory levels to ensure they are within acceptable ranges and communicate findings to budget holders and senior management to minimize risks especially on near closing grants.
• Train warehouse team that all inventory transaction details are recorded accurately in the Integra system.
• Reporting on inventory levels, costs, and turnover rates to management.
• Verifying inventory counts and recording adjustments to inventory levels for items that have been used, damaged, or lost and request for write off /on as necessary.
• Figuring out methods for recording inventory transactions such as physical counts, perpetual systems, or estimates based on previous usage rates.
• Training of Nairobi and field based staff on management of contributions in kind (CIK) and inventory management modules.
• Initiate closed grant inventory balance movement and submit to DDF & DDO approval including review and approval of CIK donation and record journals.
• Work jointly with Finance manager during grant closing and fiscal year closure to balance the inventory report against finance report.
• Assets management for Country program.

Vehicle management
• From time to time Establish mechanisms to check that vehicles are roadworthy at regular intervals.
• Ensure timely and effective Vehicle Maintenance and repair management by identifying quality garages, supporting establishment of contracts with pre-approved garages, establishing quality control mechanisms, and undertaking performance reviews at a regular basis.
• Perform Vehicle management cost analysis and suggest improvements to reduce waste and minimize vehicle cost.
• Work with the Supervisor to analyse operational / programme needs for transport and plan appropriate fleet size.
• Prepare an annual fleet plan (including budget needed) and a vehicle disposal / replacement plan.
• Ensure the implementation of IRC fleet management standards.
• Work closely with transport and fleet staff to ensure adherence to transport policy.

Reporting
The position holder will:
• Ensure that fleet, warehousing assets and travel data is brought together in the management reports and presented in a timely manner.
• Analyze the data, and prepare and submit accurate Fleet, assets, travel and warehousing reports to the supervisor on time and as per donor regulations.

Review and provide feedback on assigned audit findings submitted to the country office and implement discrete, time-bound Fleet and asset management initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan).
• To ensure that the vital Warehouse and Assets activities are effected for all projects.
• Where necessary, to run, or support the development and proper functioning of any project office deemed vital, to support the programs.
• To familiarize yourself with the IRC Global Supply Chain Manual for warehousing and Assets and stay in sync with the policies outlined in the Manual in terms of the documentation, policies and procedures.
• To complete required reports and submit weekly and monthly logistic reports in good time to the manager.

Qualifications
• Degree in Supply Chain management or other relevant field. Advanced professional certification preferred, MCIPS a plus.
• Accounting certification. CPA II would be desirable.
• At least 5 years of work experience in inventory management, accounting / warehousing in a multi-cultural environment. INGO experience is highly recommended.
• Professional qualification in Supply Chain and/ Finance will be an added advantage.
• Knowledge and effective use of fundamental management concepts, practices, and procedures relative to quality and productivity improvements, training, budgeting and cost control.

Demonstrated Skills and Competencies:
• Fluent English written and spoken.
• Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook.
• Strong sense of personal integrity.
• Attention to detail and ability to multi-task.
• Team spirit and problem-solving abilities.
• Excellent interpersonal and communication skills.
• Remains productive even when under pressure.
• Demonstrates a systematic and efficient approach to work.
• Relates and works well with people.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

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