Supply Chain Assistant

Required Qualifications:

• Bachelor’s Degree in Procurement logistics and supply Chain or any other related field.
  
• Minimum of four (4) years’ experience in supply chain and administration within a busy office environment, preferably in a development or humanitarian organization.
  
• Proficiency in Microsoft Office applications (Word, Excel, Access).
  
• Strong knowledge of administrative rules, regulations, and procedures.
  

• Provide day-to-day administrative support to ensure smooth office operations.
  
• Liaise with the Procurement team to ensure timely and appropriate acquisition of administrative and operational supplies.
  
• Prepare and submit replenishment requests for operational supplies in a timely manner.
  
• Raise Purchase Requisitions (PRs) and follow up on procurement of operations supplies and services through Integra.
  
• Coordinate travel and accommodation arrangements for staff and visitors.
  
• Advise the Supply Chain team on office and compound maintenance needs and follow up on repairs.
  
• Oversee general office areas to ensure cleanliness and proper maintenance.
  
• Manage petty cash to support payments for casual staff, ensuring proper documentation and accountability.
  

Personnel and Supervision

• Supervise assigned transport staff, including drivers.
  
• Assign duties, monitor performance, and conduct regular performance evaluations for staff under direct supervision.
  
• Support staff development through on-the-job training and supervision.
  

Warehouse and Inventory Management:

• Ensure all warehouses are well maintained, secure, and accessible only to authorized personnel.
  
• Maintain accurate and up-to-date warehouse records, both physically and in Integra.
  
• Ensure proper filing systems and inventory control mechanisms are in place and adhered to.
  
• Ensure compliance with IRC supply chain policies and procedures in all warehouse transactions.
  
• Prepare and submit timely weekly and monthly inventory reports.
  
• Ensure efficient management of all CIK inventories.
  

Assets and Transport Management:

• Maintain an up-to-date asset register and inventory records, including monthly updates in Integra.
  
• Ensure proper maintenance, tracking, and documentation of all IRC assets and equipment.
  
• Ensure all assets issued to staff are documented and signed using the appropriate equipment issue forms.
  
• Track asset movements and ensure all status changes are properly documented and filed.
  
• Maintain an organized and up-to-date asset filing system.
  
• Recommend assets for disposal and prepare all required documentation.
  
• Coordinate and oversee transport, fleet, fuel usage, and equipment management functions for the Lodwar office.
  
• Track fuel consumption and ensure accurate reconciliation and reporting.
  

Procurement from time to time , whilst ensuring segregation of duties you will be required to:

• Ensuring that procurement services are carried out in accordance with IRC Kenya and donor-specific polices.
  
• Coordination with Finance, Admin, and program departments to ensure coordinated internal controls, timely payment of vendors and full, auditable support documentation.
  
• Ensuring a transparent and responsive procurement process is implemented and maintained.
  
• Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
  
• Establishment and maintenance of ethical, professional working relationships with suppliers.
  

Safeguarding:

Demonstrates a commitment to upholding the highest standards of integrity and professional conduct by preventing any form of abuse, exploitation or harassment. Promotes a safe and respectful environment for clients, colleagues and communities whilst promptly reporting any safeguarding concerns in accordance with IRC policies and procedures.