Assistant Supply Chain and Services Officer

The incumbent will be responsible for the execution of functions related to Logistics, Procurement, Facilities Management, Record keeping, Vendor Management, Security Management, and Warehousing.

KEY RESULT AREAS

Technical Level

• Procurement
• Vendor screening
• IRP Assets & Management
• Fleet management
• Warehouse stock record and Management
• Payment process
• Office Management
• Security Management
• Asset Management
• Event Management

Operational Level

• Coordination with vendors
• Office Management (provision of a good working environment to staff)
• Record management (both soft & hard) related to the job role
• Working knowledge of MS Office, Outlook, ERP systems
• Communication, Planning & Scheduling, Time, Stress & Conflict Management, Situation handling, Leadership Skills, Workload & team management

Organizational Level

• Demonstration of IR Values while working with teams/stakeholders
• Empowering others to ensure procedural procurement
• Knowledge of IR strategic priorities
• Collaboration & networking with others for continuous improvement
• Adaptation of environment-friendly & cost-effective approaches in assigned roles
• Respect & promote workplace diversity with a special focus on inclusion

KEY ACCOUNTABILITIES

The following are the main responsibilities that the role holder will be accountable for:

Technical

Asset Management

• Assist SC&S Officer to manage Fixed Assets at FO Office Level, ensuring all existing and newly purchased fixed assets are properly tagged.
• Assist SC&S Officer in ensuring periodic reconciliations of all the fixed assets and maintaining them properly.

Fleet Management

• Authorize vehicle movement, maintain entries in Stride, Log Book, and VMS.
• Ensure timely fueling of vehicles.
• Oversee vehicle repair and maintenance to ensure the IR Fleet remains in working condition at all times.

Event Management

• Manage event arrangements in seminars, conferences, and interviews.

Security

• Assist SC&S Officer in ensuring the promulgation and implementation of an effective security system for office and vehicles.

Facilities Management

• Manage and supervise all matters related to the office, staff residence, and warehouse.

Procurement

• Assist SC&S Officer in timely procurement based on complete procurement requests which are duly approved.
• Assist the program team in developing procurement plans.

Warehousing

• Ensure that all warehouse movements are recorded in a timely manner in the warehouse register and warehouse portal.

Operational

• Coordinate with internal (Area, and CO procurement leads, Project Lead, Department leads at FO) & external (Vendors, Line department, Law enforcement agencies) stakeholders related to timely procurement, assurance of staff security, and other matters of mutual interest.
• Ensure preparation & record management of AO level procurement records/information so they may be accessed by relevant individuals as & when needed.
• Ensure the preparation, submission, and payment of vendor payments.
• Supervision of support staff at AO level and maintenance of records (Leave, Timesheet, overtime, and appraisal).
• Identification and addition of new vendors and preparation of vendor database.
• Assist in coordination with LEA's and generating security alerts.
• Ensure proper filling of forms & formats as per desired standards.
• Maintain close coordination with line managers for effective implementation of policies/guidelines.

Organizational

• Ensure compliance with IR’s policies & procedures in the true spirit for effective delivery of services.
• Understand IR values and demonstrate them in real-time.
• Abide by the IR zero tolerance policy towards bribery & corruption and sensitize others on coping mechanisms so they can raise their voices as & when they feel inappropriate.
• Thorough knowledge of IR strategic priorities & how you can contribute to their achievement.
• Assist in the identification & documentation of organizational successes for showcasing IR work.
• Facilitate the organizational stance on climate change through the adaptation of environment-friendly & cost-effective approaches in your domain.
• Respect & promote the organizational stance on workforce diversity & support the efforts being made for the mainstreaming of marginalized groups i.e. Persons with disabilities and old age, minorities, Women & children, etc. in carrying out organizational activities.
• Ensure periodic field visits to witness the challenges and implementation of activities at the ground level.
• Participate and facilitate the implementation of IR seasonal programmes.

Person Specification

It is essential that the post holder shows a good understanding and sympathy with the organizational values & principles, vision and mission, as well as commitment to its SEAH (sexual exploitation abuse and harassment) protocols. We have a zero tolerance policy towards SEAH and do not support any action that promotes or encourages SEAH.