Supply Chain Assistant

Requisition ID: req26808

Job Title: Supply Chain Assistant

Sector: Supply Chain

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Lamwo, Uganda

Job Description


Founded in 1933, the International Rescue Committee ( is a world leader in relief, rehabilitation, and post-conflict development services for those uprooted or affected by violent conflict and oppression. The IRC is currently working in over 40 countries around the world, addressing both the immediate and lifesaving needs of conflict affected people in emergencies and the reconstruction needs of post-conflict societies.

The IRC began programming in northern Uganda in 1998 in response to mass displacement and devastation wrought by rebel group, the Lord’s Resistance Army. In 2002, the IRC expanded to the remote, conflict-affected region of Karamoja and in 2011, began working with refugees in Kampala. Monitoring the influx of South Sudanese refugees at the end of 2015, the IRC began scaling up its response to refugees arriving in the West Nile region. By promoting durable solutions that deliver on the interdependent aims of saving lives, strengthening institutions, and supporting social cohesion, the IRC in Uganda is laying the building blocks for long-term stability and development – bringing people from harm to home. The IRC currently works in 9 districts in Uganda, including Kitgum, Lamwo, Kyegegwa, Moroto, Amudat, Yumbe, Arua, Kasese and Kampala. The IRC will be moving into additional/new locations in refugee settlements in Kiryandongo and Zombo.

The IRC is currently implementing its health and nutrition program in West Nile and Acholi focusing on providing primary health care services to refugees in their settlements. Similar services will be extended to the new locations starting January 2020.

Job Overview:
Reporting to Supply Chain Assistant, the Supply Chain Assistant is responsible for the efficient procurement, coordination, management of Operations inventory management functions for IRC’s office in Palabek – Lamwo. The position will also be responsible for the standardization of policies and good procurement and warehousing practices in Palabek – Lamwo Field Office.

Duties and Responsibilities:

Procurement Management:
•Implementation and maintenance of standard IRC procurement policies and procedures
•Ensuring that procurement is conducted in accordance with IRC and donor specific policies
•Attend all procurement committee meetings
•Coordination with Finance, Admin, and program departments to ensure integrated internal controls by raising timely payment requests for all vendor invoices with fully auditable supportive documentations submitted to Finance
•Ensuring that a transparent and responsive procurement process is implemented and maintained
•Routine communication, coordination, planning with the relevant staff/ programs regarding the order and delivery of supplies
•Ensuring that all supplies, services, and equipment required are delivered in time
•Establishment and maintenance of ethical, professional working relationship with suppliers
•Follow up with staff to ensure certificate of completion (CoC) and attendance registers are obtained to support expedite vendor invoice payments
•Support and provide the appropriate trainings for procurement and program staff as required

Goods Reception and Transport:
•Assist in receiving all supplies.
•Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.
•Responsible for arranging and overseeing the transportation of goods in accordance with IRC procedures.
•Prioritize dispatch needs in conjunction with program.
•Prioritize air road transport in coordination with the program department and field sites.
•Where necessary organize or carry out the transportation of goods to the carrier premises for onward road shipment.
•Supervise truck loading and documentation follow up.

Warehousing and Inventory:
•Receive non-pharmaceutical inventory supplies delivered by vendors and preparing delivery reports matching the PO, supplier delivery notes and the invoices.
•Maintain non pharma inventory store/ admin store and update all inventory tools to ensure proper tracking of inventory in and out of the store.
•Prepare waybills and gate pass for any goods that leave store/office.
•Prepare and submit inventory reports weekly and end month.
•Support admin to prepare consumption reports for all facilities including office to inform replenishments are approved
•Monitor security of IRC’s storage and supplies.
•Receive completed store’s request forms and prepare the goods for issuance.
•Ensure goods, equipment’s are signed for received on the request form (office expendables) or waybill (all other items).
•On a monthly basis, work with the Supply Chain Officer to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms.
•Update the stock record cards regularly.
•Conduct routine inventory inspection and submit report to the Supply Chain Officer in a timely manner.
•Understand, implement and or maintain standard IRC inventory management policies and procedures.
•Manage and document the receipt, handling, storage, release, and reporting of goods through the IRC warehouse(s).
•Advise the Supply Chain Officer of potential inventory shortages.
•Manage casual laborers in the warehouse.
•Ensure the maintenance of warehouse building(s), fittings and equipment.
•Implement and ensure clear safety procedures.
•Implement and ensure clear loading / unloading procedures, correct stacking, and turnover (FIFO) procedures.
•Advise the Supply Chain Officer of warehouse-specific issues or improvements.
•Maintain the Warehouse activity, book recording all outgoing and incoming receipts and activities.

Asset Management:
•Advise the Supply Chain Officer of asset-specific issues or improvements.
•Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
•Monitor security of IRC’s assets and supplies.
•Receive completed store’s request forms and prepare the assets for issuance.
•Ensure assets are signed for received on the Equipment issue and receipt form.
•On a monthly basis, work with the Supply Chain Officer to reconcile the asset register and Asset tracking sheet and equipment issuance forms.
•Update the asset register regularly.
•Conduct routine asset inspection and submit report to the Supply Chain Officer in a timely manner.
•Keep an accurate and up-to-date record of asset inward and outward movement in the Asset register.
•Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
•Any other duties or tasks as assigned




•Hold a bachelor’s degree in Procurement and Logistics Management.
•At least two years’ work experience in warehouse Management.
•Knowledge of generic warehouse management systems and forms.
•Physically mobile, able to lift 30kg without strain.
•Competent in spoken and written English.
•Good mathematical skills.
•Competent use of pc especially spreadsheets (format / sort / filter).
•Strong collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across cultures and organizational units.
•Able to work effectively in a highly matrixed structure.
•Strong financial management and budgeting skills.
•Excellent training and coaching ability.
•Ability to work in remote field offices.
•Strong sense of personal integrity.
•Attention to detail.
•Ability to multi-task.
•Team spirit and problem-solving abilities.
•Flexibility and adaptability.
•Strong sense of personal integrity.
•Attention to detail.
•Strong supervisory skills.
•Ability to multi-task.
•Team spirit and problem-solving abilities.

Professional Standards:
The IRC and IRC staff must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

All staff, regardless of role, are required to create a culture of client responsiveness by requesting and using client feedback data to make decisions. In addition, all staff are expected to demonstrate inclusiveness when making programmatic decisions and working with clients, partners, and colleagues from diverse backgrounds.

You can read more about the IRC’s commitment to client responsiveness here:
IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

Please note, deadline for submission is April 20th, 2022.


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AFCE Uganda is a Non Governmental Organization that seeks to contribute to creation of decent work for young people by promoting a positive attitude towards work, providing life skills, conducting trainings and developing linkages for interdependence and development. For feedback write to info [at]