Supply Chain Officer

The Supply Chain Officer is responsible for coordinating and supporting procurement, asset, warehouse, and fleet management functions at the Kampala office, ensuring timely, efficient, and compliant support. The role includes managing asset records, procurement processes, and ensuring compliance with IRC and donor policies to achieve best value for money.

Responsibilities

• Receive and review all Purchase Requisitions and Item Forecasts to ensure completeness, accuracy, and compliance before onward processing.
• Ensure all procurement actions are fully, accurately, and systematically documented and tracked to enable clear audit trails and easy retrieval of records.
• Support the sourcing process through the preparation and issuance of RFQs, RFPs, and other approved sourcing tools to prequalified and competitive vendors.
• Support end-to-end procurement processes in line with organizational and donor policies, including sourcing, bid evaluation and analysis, issuance of purchase orders, and contract follow-up.
• Participate in the evaluation of supplier offers, including invoice verification, bid analysis, and preparation of evaluation and award recommendation reports.
• Coordinate timely deliveries with suppliers, the logistics team, and internal requesters to ensure goods and services are received as per agreed specifications and timelines.
• Participate in vendor performance reviews, market assessments, and key procurement calendar activities to support continuous improvement and value for money.
• Maintain and regularly update a database of vetted, reliable suppliers across different categories of goods, services, and works.
• Prepare and submit periodic procurement reports as required by the department and management.
• Support the mapping and profiling of service providers for Kampala.
• Perform any other procurement-related duties as assigned from time to time.
• Ensure effective implementation of IRC asset management policies and procedures at field office level, including asset maintenance, control, and tracking.
• Ensure timely verification, reconciliation, and reporting of assets at grant close-out, in close collaboration with Finance and Grants teams, as required.
• Ensure all IRC assets are accurately recorded and updated in the Fixed Asset Register (FAR) in line with IRC asset management procedures, donor regulations, and reporting requirements.
• Provide guidance and conduct trainings for staff to ensure adherence to asset management policies and good asset stewardship practices.
• Ensure full donor compliance in the management of donated assets to partners, including proper documentation, monitoring, and disposal at field operational areas.
• Conduct quarterly and annual physical asset counts and verifications; document and report any discrepancies (losses, damages, disposals, unserviceable items, assets under repair, returned to donor, or sold assets) with clear recommendations for corrective actions.
• Ensure adequate internal controls are in place so that all assets are fully accounted for, including the timely recovery of IRC assets from staff at the end of their contracts or assignments.
• Ensure monthly, quarterly, and annual spot checks and asset counts are conducted across all field locations, with complete and up-to-date supporting documentation and reporting.
• Ensure all insurable assets are adequately covered and that insurance claims for damaged or lost assets are submitted and followed up in a timely manner.
• Ensure compliance with Supply Chain Management policies and contribute to the strengthening of operational controls, including implementation of corrective actions arising from Internal Audit findings.
• Support the establishment and organization of storage facilities for office consumables, ensuring appropriate layout, shelving, and basic controls are in place.
• Track orders and liaise with suppliers to ensure timely delivery of goods in line with agreed timelines and specifications.
• In collaboration with requesters, supervise the receipt, verification, dispatch, and distribution of items, and ensure timely and accurate generation of Goods Receipt Notes (GRNs) in the Integra system upon confirmation of deliveries.
• Ensure effective inventory tracking, monitoring, and control to maintain accurate stock levels and prevent stock-outs, overstocking, or losses.
• Ensure warehouses and storage areas meet cleanliness, health, safety, and security standards in accordance with IRC policies.
• Maintain accurate inventory records, including bin cards, stock cards, waybills, and gate passes, ensuring all documentation follows prescribed approval and authorization procedures.
• Prepare and submit periodic and monthly inventory and stock status reports for the country program, as required by management and donors.
• Work closely with the Head Driver to support vehicle scheduling, movement tracking, and documentation.
• Support the administrative assistant to monitor fuel usage records and ensure compliance with fleet procedures.
• Provide support to the administrative assistant in coordinating vehicle maintenance and servicing follow-ups.
• Ensure all supply chain activities comply with internal policies and donor requirements.
• Support preparation of supply chain reports, including procurement status, stock reports, and asset lists.
• Flag risks, delays, or non-compliance issues to the supervisor in a timely manner.

Requirements

• University degree in Procurement, Business Administration/Financial Accounting or Logistics related Program or equivalent (CIPS qualification will an added advantage).
• Five (05) years of progressive supply chain experience with expertise across planning, procurement, logistics, inventory management, and fixed asset management.
• Excellent problem solving, communication, and influencing skills within a matrixed environment.
• Proven coaching and training, project management, process mapping, and process documentation skills.
• Experienced user of ERPs, data warehouses, Excel, Word, and PowerPoint.
• Strong capability to articulate complex concepts into understandable language for diverse audiences.
• Experience with finance and supply chain business processes within Non-Governmental Organizations preferred.
• Strong organizational and time-management skills.
• Excellent interpersonal, written, and oral communication skills.
• High level of attention to detail and accuracy.
• Excellent relationship management skills with ability to influence and get buy-in from people not under direct supervision.
• Proactive, resourceful and results oriented.
• Ability to be effective with minimal supervision.
• Ability to work independently and as part of a team.
• Ability to work under pressure and meet tight deadlines.
• Good analytical and negotiation skills.
• Excellent skills in conducting market analysis and distribution strategies.
• Able to work effectively in a highly matrix structure.
• Proficiency in MS Tools and ERPs.

Skills

• Procurement
• Supply Chain Management
• Logistics Management
• Inventory Management
• Fixed Assets Management
• Project Management
• Process Mapping
• Process Documentation
• ERP Systems
• Data Warehouse
• Excel
• Financial Accounting
• Business Process Analysis
• Market Analysis
• Distribution Strategies
• Negotiation
• Training and Coaching
• Relationship Management
• Time Management

Languages

English