We are currently recruiting for the following position: --------------------------------------------------------------
Procurement and Logistics Coordinator - Irish Red Cross Migration Programme
Date of Issue: 3rd April 2020
Closing Date: 17th April 2020
Reports to: Migration Department Manager
Duty Station: Ireland - Dublin with significant national travel
Duration: 12 months Fixed Term Contract
Background and organisational context
The European Fund for Aid to the Most Deprived (FEAD) is designed to support Member States in addressing the basic needs of the most deprived people in our community. The Programme is for people without access to income or living in very poor circumstances. The Programme works through not-for-profit bodies to fund the purchase of food and basic material assistance. The distribution of this Fund in Ireland is known as FEAD Ireland. The Department of Employment Affairs and Social Protection is the designated managing authority for the Operational Programme for the Fund for European Aid (FEAD) to the most deprived who will have responsibility for the implementation of the programme in Ireland.
Aligned with the Irish Red Cross Migration Programme, the IRC utilise FEAD funding to support the transition and welcome of migrants into Irish Communities. Approved funding from FEAD finances the purchase and distribution of immediate basic hygiene and wellbeing necessities for these vulnerable groups of people to support their welcome and integration into Irish Society.
Duties and Responsibilities
MAIN TASKS/RESPONSIBILITIES OF THE POSITION
Co-ordinate the logistics for planning the delivery of goods and items as required to communities and families at country level
Working with Inter-agency, Community Welfare Officers and Resettlement workers to determine requirements of clients
Ensure the tracking of all client requirements across the country
Ensure the hygiene and household needs of all clients are met
Liaise with and draft proposals to retailers in order to acquire stock at preferred costs
Manage Tendering processes and procurement processes
Liaising with IRC volunteers to support with the delivery of items to clients/other and to provide other support where required
Liaise with the Department of Employment Affairs Social Protection – providing monthly reports
Budget Management and Reporting
Coordination, planning with stakeholders and communities:
Work effectively with national stakeholders to obtain information, collate and plan programme
Work with community members and support any training and information provision to families and individuals.
Work with volunteer networks and coordinate through national services.
Logistics standards and procedure
Responsible for implementing and maintaining standard Irish Red Cross (IRC and Public Procurement Guidelines, logistics, procurement and distribution procedures
Provide technical leadership in ensuring that procurement, contract and logistics management conform to IRC procedures
Budget Management
Responsible for the running cost budget, adhering to IRC procedures
Monitor and report on all expenditure against approved procurement, storage and distribution guidelines
Support with any necessary design or revision of the programme budget
Procurement
Manage tendering, sourcing, procurement and delivery of various supply kits, as appropriate, in a timely and cost effective manner
Manage Tendering processes as required.
Obtain quotations, prepare comparative bid analysis and purchase recommendations and, when authorised, purchase appropriate supplies. Organise delivery.
Manage all procurement contracts for goods and services. Maintain records and track performance for all procurement contracts
Ensure that an efficient and up-to-date asset and material tracking system is in place for all procurement and distributions
Identify and maintain accurate supplier information for regularly-purchased items: keep informed of local market conditions and establish and maintain good working relations with suppliers
Supply chain
Overall responsibility for the effective performance of the FEAD funded programme.
In conjunction with other programme staff, develop, maintain, update and monitor key indicators of the supply plan to meet programme objectives
Liaise and coordinate with the relevant stakeholders regarding delivery of supplies and keep all parties informed, in a timely manner, of any changes
Personnel Management
Provide coaching and on the job training to other national staff and volunteers with regard to building capacity at local level on logistics standards and accountability
Support/direct these functions as necessary
Set clear objectives for all personnel involved in the procurement/distribution chain
Carry out performance appraisals as necessary
Filing
Ensure that all procurement, distribution and other logistics documents are archived in a systematic manner
Responsible for physical asset tracking
Responsible for the submission of narrative, financial and technical logistics reports in a timely manner
Education
Relevant university degree (such as Management, Development Studies, etc.)
Educated to degree level, or equivalent, in relevant subject, preference for Logistics, procurement and supply chain management /or relevant experience
Demonstrable high level of competency and experience in logistical supply chain management and procurement can substitute for degree level qualification
Experience
Strong experience and ability to manage staff/teams, direct logistics operations and manage resources
A minimum of 5 years’ experience in leading and managing logistics in a humanitarian organisation
Strong experience working with Multiple Stakeholders and Planning and implementing community programmes
Ability to motivate, lead and work effectively through others to achieve operational objectives
Strong procurement knowledge and experience, particularly in medium to large scale integrated supply-chain management
Ability to develop, manage and monitor budgets with regards to procurement, fleet management and resource administration
Knowledge and skills
Good planning, analytical and prioritisation skills
Strong communication skills – must be articulate, approachable, collaborative, supportive and an active listener, must demonstrate tact and diplomacy
Effective reporting skills for organisational monitoring and donor accountability
Excellent analytic and computer skills (MS Word, MS Excel, MS PowerPoint)
Sensitive to diversity and other ethnicities
Accountability – must take responsibility for decisions and actions, use information appropriately to assess/make informed judgments and/or take action
Skilled in training, mentoring and coaching individuals and groups as appropriate
Capable of influencing and obtaining cooperation of individuals not under supervisory control, and managing remote relationships, to achieve results
Motivated self-starter, able to lead a process and engage others
Capable and willing to deal with ambiguity, changes and challenges
Able to prioritise work, multi-task and meet deadlines
Willing to travel nationwide
Excellent skills in networking with other agencies and humanitarian organisations
Valid driving licence and car (manual gears)
CLOSING DATE
Applications can be sent to cmorris@redcross.ie by close of business on Friday 17th April 2020
Applications will be accepted with CV and cover letter indicating skills and experience for the position.
Salary range: up to €46,000