Supply Chain Officer

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job Overview

The Supply Chain Officer is primarily responsible for coordinating and supporting procurement, asset, warehouse, and fleet management functions at the Kampala office, ensuring that all required support is provided in a timely, efficient, and compliant manner. All duties are performed in accordance with IRC Standard Operating Procedures, donor requirements, and internal controls, with a strong focus on achieving best value for money.

The role also entails coordinating and implementing effective asset management processes in line with established internal control measures. The Supply Chain Officer is responsible for ensuring proper care, maintenance, tracking, reconciliation, and accurate recording of all IRC inventory and assets at the Kampala office, and for maintaining up-to-date asset records to support accountability, audit readiness, and operational efficiency.

Specific Responsibilities

Procurement

• 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.

Assets Management

• The Officer is responsible for recording, reporting, safekeeping and recording of assets and equipment. He/she will be responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors’ rules and regulations.
• 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.

Warehouse and Inventory management

• 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