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Requisition ID: req18822
Job Title: Regional Quality Assurance Manager
Sector: Supply Chain
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: Yes
Location: Nairobi, IHUB, Kenya
The GSCQA Manager as part of the Global Supply Chain procurement team has the responsibility for ensuring that the internal controls within the GSC are complied with throughout the supply chain in the region that s/he is assigned to support. To achieve this the Regional Manager has the duty of reviewing all qualifying supply chain agreements and related documentation to ensure both compliance to IRC as well as the resolution of any identified gaps, queries or redflags.
The Regional Manager also has the duty of ensuring procurement complies with donor policies under the terms of the relevant grant. In addition, the Regional Manager conducts detailed data analysis to validate that IRC is getting value for money. The Regional Manager collaborates internally with procurement category managers, Regional Supply Chain Directors, DDOs, CDs, SCCs, internal auditors and ECU investigators
1. Contract Reviews
The Regional Manager is responsible for reviewing procurement contracts within the time and quality requirements in accordance with the service level agreements (SLAs). Specifically the Regional Manager is responsible for:
• Reviewing all procurement documentation related to the IRC RFP/RFQ process prior to finalizing awards decisions to ensure full compliance to internal policies and donor requirements.
• Performing detailed documentation and verification reviews at all stages of supply chain from need identification to need satisfaction.
• Identifying and resolving red flags for fraud, collusion and other misconduct, if any.
• Carrying out enhanced due diligence on counterparties to establish their identity, bonafides, antecedents, reputation and capacity.
• Performing cost analysis and benchmarking to review business award decisions.
• Conduct detailed background checks and verification for suppliers to ensure engaged suppliers are credible.
• Submit ATC requests where required.
• Ensuring that contracts comply with all of the requirements of the standard operating procedures.
• Ensuring that contracts comply with donor requirements before they are executed.
• Ensuring that the findings of each contract review are documented and communicated to country programs to improve compliance.
• Ensuring that tracking tools are maintained through the chain of the contract review and that these are sufficient to act as an audit trail for the purposes of internal, donor and any other audits that might be carried out.
• Facilitate legal review of contracts and subsequent sign-off by signatories.
2. Integra project
The Regional Manager is responsible for ensuring that GSC’s duties and commitments within the Integra project are met on time and within the quality requirement. These duties relate to data migration, data management and PO creation as follows:
a) Data Migration
• Be the focal point for all Global Supply Chain Data migration in all legal entities.
• Work with Integra Deployment Leads to ensure that Global Supply Chain Data are compliant with data migration protocols.
• Data Cleansing of source for data migration to ensure data validation and migration.
• Extract data from BVA, contract Management system, ATC and upload to data migration templates i.e Product Master, Approved Master, Vendor Master, Purchase Agreement, Trade Agreements, Warehouse Set up and on hand inventory
• Test the data correctness and completeness
• Ensure the data is migrated to Integra.
b) Master Data Management
• As a central point of contact for Global Supply Chain Data Master Data, be in direct contact with multiple legal entities addressing regular requests, answering questions, resolving data issues and providing analysis support.
• Perform master data additions, changes and deletions in accordance with procedures and business rules.
• Function as the primary point of contact for the day-to-day execution of MDM related tasks.
• Work to answer data questions, resolve data issues and provide analysis.
• Ensure request for master data maintenance are properly authorized and approved.
• Educate users on master data processes and business rules.
• Maintains accurate and up to date price file management in accordance with current contracts.
• Conducts quality control activities and recommends and/or implements additions/changes to Master Data Management procedures.
• Monitors key performance indicators to ensure data accuracy and data management policies are working as expected.
• Develop and design improvements to the processes, procedures, tools, rules and metrics to ensure data integrity of master data domains.
• Execute all requests from Global Supply Chain to ensure that they are implemented according to set data governance standards and processes.
• Monitor ATC expiry dates for Trade and cash vendors and ensure resubmission.
• Play a role in on enterprise-wide efforts involving Master Data management across the organization.
c) Purchase Orders creation
• Manage the PO Creation team
• Manage Vendor in Purchase request or Purchase Orders
• Update PO structure for services, milestone payments and units
• Complete Draft PO and submit for approval
• Confirm the Purchase Order and Sent the Purchase order to the vendor.
• For Procurement under Vendor Portal complete the order and obtain necessary approvals.
• Review weekly Purchase Order Reports and request Purchase requisition creators to complete receipt in Integra
3. Data Analysis
The Regional Manager is responsible for carrying out analysis of supply chain data for the purposes of strengthening controls as well as improving the GSC’s operational effectiveness and efficiency. To achieve this, the Regional Manager will:
• Ensure that all GSCQA tracking tools are maintained up to date.
• Carry out analysis on procurement data and prepare reports on findings, trends, patterns and identify any areas of increasing efficiencies.
• Track and analyze spend and supplier data.
• Track and analyses cycle counts
• Assist in developing supplier assessments, score cards and other analytics to enable team to effectively manage supplier performance.
• Collaborate with Category Regional Managers to share market data for analysis and insights on different procurements trends.
• Disseminate analysis reports to regional stakeholders identified by the GSCQA Director.
• Lead periodic discussions with regional stakeholders to discuss the results of the data analysis.
• Make recommendations to stakeholders for actions informed by the results of the data analysis.
4. Maintaining GSCQA Tools
The Regional Manager will be responsible for maintaining all GSCQA tools to ensure that an audit trail is maintained as well as to augment the data analysis work. These tools include the CMS, issue tracker, expiring contracts list, debarred suppliers database, suppliers of interest database, waiver logs, cycle counts, cleared ATC list etc.
The Regional Manager is responsible for supporting the regional training initiatives to supply chain teams designed to improve compliance either in person or by supporting various trainers. In doing this the Regional Manager’s duties will include the following:
• Prepare presentations including case studies and exhibits
• Prepare a summary of relevant gaps identified in the various programs
• Facilitate the training as a presenter as required
6. Collaboration and Communication with Internal and External Stakeholders
The Regional Manager will take lead position on all requests and discussions relating to supply chain quality and compliance in the region of responsibility. In doing this, the Regional Manager will:
• Collaborate with and RSCDs to share insights on procurement operations, regional forecasting and other requirements
• Collaborate with the in-country supply chain teams based in the regions.
• Collaborate with Regional Supply Chain Directors on.
• Take lead position on all audit and information requests from both Internal and external sources and monitor the implementation of recommendations relating to supply chain operations.
• Collaborate with internal audit and ECU teams during audits and investigations into supply chain operations.
7. Controls and Donor Compliance Oversight
The Regional Manager is responsible for overseeing controls improvement within the Global Supply Chain and ensuring GSC policies and procedures meet donor compliance requirements. In doing this the Regional Manager will:
• Conduct country assessments to establish unique local circumstances as well as acceptable substitutes where certain documents or information is not available within that location.
• Take lead in developing supply chain internal compliance systems
• Conduct supply chain risk assessment with the aim of identifying potential areas of compliance vulnerability and risk; develops/implements compliance initiative plans for resolution of problematic issues.
• Review and remain current on all regulatory requirements. Responsible for the development of evaluation and compliance testing procedures and the continuous improvement to ensure regulatory compliance throughout supply chain.
• Perform periodic risk assessments as well as design and update compliance initiatives as appropriate. This will include adherence of all regulatory requirements to minimize risk, fines, criminal and monetary penalties, forfeiture of goods and supply chain disruptions.
8. Staff Mentoring
The Regional Manager will lead by example and mentor in-country supply chain team in the course of their duties and interactions. In addition, the Regional Manager will participate in the onboarding and immersion training of new supply chain leads in the country programs.
• Bachelor’s Degree required;
• Professional certifications in internal audit, fraud examination or supply chain compliance
• Minimum 7 years’ experience carrying out enhanced due diligence/ corporate intelligence
• Experience with an end to end Microsoft Dynamics 365 rollout in humanitarian operations
• Experience in identifying fraud red flags during procurement process
• Holds at least a Bachelor’s Degree
• Demonstrable skills in applying Access, Excel, PowerPoint, Word as well as experience implementing and using procurement systems
• Working knowledge of market analysis, sourcing category strategy, supplier relationship management and negotiations
• NGO experience preferred with thorough understanding of institutional donors’ (USAID, DFID, OFDA, and ECHO) policies relating to procurement.
• Experience with ERPs such as Microsoft Dynamic 365
• Excellent communication skills both written and verbal
• Strong time management and organizational skills
• Ability to be flexible and shift focus from contract review to analytic support
• Excellent analytical skills
• Excellent problem solving skills
• Excellent communication skills including verbal, written and presentation skills.
Fluency in English and Spanish required. French and/or Arabic language skills are desired.
Standards of Professional Conduct: The IRC and IRC workers adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Equality 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.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer 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
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.