Operations Coordinator

Requisition ID: req51423

Job Title:  Operations Coordinator

Sector:  Supply Chain

Employment Category:  Fixed Term

Employment Type:  Full-Time

Open to Expatriates:  No

Location:  Warsaw, Poland

Work Arrangement: In-person

Job Description

KEY RESPONSIBILITIES

1. Strategic Planning & Management: 

-Continuous assessment of IRC’s operational set up and needs in Poland and undertake strategic and operational improvement measures to facilitate smooth business continuity.

-Assist in the implementation of operational improvements within all Supply Chain and Administration departments to enhance the organization’s ability to implement programs in most efficient, cost effective, safe and secured and compliant manner.

-Watch over the monitoring, implementation and on time delivery of the operations related country strategic action plan commitments.

-Ensure all new proposals have received thorough Operations review and appropriate operations platform is maintained

2. Supply Chain Planning

Operations Coordinator is responsible for supply chain activities planning, developing supply chain plans to support program implementation and close coordination with internal and external partners. Supply chain planning includes procurement plans, transport plans and training plans.

-Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.

-Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.

-Ensure that the supply chain department is well staffed and the roles and responsibilities of each have clear job description.

-Support DDO, programs in setting up as per programmatic needs.

3. Procurement Management

Operations Coordinator owns, manages, and drives IRC in country procurement strategies, policies, and procedures. They ensure all country program procurements needs are met on time in accordance with IRC Global Supply Chain (GSC) standards.

-Ensure compliance with IRC and donor policies in the procurement of program supplies and assets.

-Ensure review and execution of procurement contracts in a timely fashion.

-Ensure Implementation of GSC SOPs in all Poland program offices and ensure rollout of updated SOP in 2023.

-Ensure supply chain monthly and quarterly reports are accurate and submitted on time.

-Organize procurement trainings sessions for procurement / tender committees in the field offices and non-supply chain staff if deemed necessary.

-Review procurement documents before payments.

-Ensure supply chain officers conduct Market Survey and analysis quarterly and share with program team and field Coordinators/ Managers.

-Identify fraud and corruption red flags and address in timely manner.

-Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.

-Work with Field Offices Supply Chain staff and Field Coordinator / Managers to ensure effectiveness, countrywide uniformity of supply chain structure and implementation of the IRC’s standard operating policies and procedures.

4. Inventory Management

Operations Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and ensuring excellent records keeping, implementation of inventory standard operating procedures and control as provided by GSC.

-Ensure implementation of IRC inventory policies in all IRC Poland offices.

-Produce grants ending and year ending inventory report in timely manner.

-Visit field offices at least once per year and check warehouses/stores records and safety as per IRC standard Supply Chain Assessment Tool (SCAT).

-Conduct spot checks and surprise inventory counts as per IRC SOPs.

5. Assets Management

Operations Coordinator is responsible for the procurement, maintenance, safekeeping and records of all IRC country program assets and equipment. They are responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donor’s rules and regulations.

-Ensure Implementation of IRC Asset policies in all IRC Poland offices.

-Ensure assets are maintained timely and are safe to use, all maintenance documented.

-Ensure assets are tracked properly, tagged at the delivery and asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.

-Plan for asset replacement as their service life coming to an end ensuring sufficient funds are budgeted for replacement.

-Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.

-Ensure spot-checks are done systematically, documented, and reported for all IRC assets, inventory, and equipment at least once a year.

6. Fleet Management

Operations Coordinator is responsible for overseeing and coordinating all IRC country fleet and transportation activities, ensuring that all IRC fleet operations are conducted in adherence to IRC transport policies and procedures including transport procurement, fleet movement, maintenance, and reporting accuracy.

-Ensure all IRC transports are in good condition and well maintained.

-Ensure all IRC-owned fleet are reported and insured by IRC.

-Ensure local fleet management policy is in place, implemented and followed by all in all IRC Poland offices.

-Regularly review fuel consumption and fleet utilization management. Based on analysis, plan for increase/decrease of number of transport if necessary.

-Review fleet monthly reports and provide necessary support to the supply chain staff.

7. IT 

-Manage the support needs from regional IT to ensure that information technology policies are consistently applied across field offices. 

-Provide leadership for the smooth roll out and utilization of IT core systems (ERP, BVA, and Information sharing and collaboration tools) and ensure that all requirements are met, and resources are committed.

-Uphold and promote IT Standards and policies regarding security, equipment, Internet bandwidth and network infrastructure and ensure and monitor compliance that the Country Program complies

8. Compliance and Ethics

Operations Coordinator is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans, and ensuring all supply chain activities are conducted in ethical manners.

9. Learning and Development:

Operations Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in country and assessing training needs, developing training plans for supply chain staff and other target audience (programs, finance etc.) as necessary.

Qualifications

Requirements:

·Advanced Degree, minimum 5 years of progressive Supply Chain professional experience or equivalent education and experience.

·Demonstrated success as a Supply Chain leader across all disciplines including planning, procurement, and logistics.

·Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, transport and fleet management, inventory, property, and asset management.

·Strong collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across countries, cultures, and organizational units.

·Able to work effectively in a highly matrixed structure.

·Strong financial management and budgeting skills.

·Excellent training and coaching ability.

·Fluency in English required, spoken proficiency in Polish is a plus.

·Ability to travel to remote field offices.

·Resilient, organized, hard-working, with a positive attitude.

Demonstrated Skills and Competencies:

A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct. Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development. Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution. Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context. Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience. Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity. Curiosity, a desire to continually learn and develop and a sense of humor is a must. Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

English is required and Polish is highly desirable. Travel: 20% and workshops meetings and field office visits.

Key Working Relationships:

Position Reports to :Country Director – Regional Supply Chain Director.

Position directly supervises: Supply chain and Admin Staff

Other Internal and/or external contacts:

Internal: Regular relationships with regional and country operational staff at all levels.

External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations, Logistics cluster, IMPAACT.

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