ERP Regional Deployment Lead
International Rescue Committee
Total years of experience :24 years, 8 Months
As the Regional Deployment Lead, I coordinate the rollout of a new ERP system in IRC Country Programs across the East and Horn of Africa regions. The ERP system integrates supply chain, finance and project management functions with the ultimate objective of ensuring efficiency and effective planning for, use and monitoring of organizational resources across IRC.
I am the primary point of communication between Country Programs (CPs), the Regional Function teams and the NY HQ-based deployment team. I guide the various Country Program offices and Regional Functions through the stages of Deployment Planning, Training, Go-live and Hyper-support including providing on-site support to Country Program teams for both deployment kick-off and the actual Go-live of the system.
Achievements:
- Successfully guided all the country programs to complete Deployment Readiness Assessments (DRAs) as a preparatory activity for deployment of the system in their offices
- Kicked off and oversaw the preparation activities for deployment of the system in Uganda country program in 2019 (though the deployment was suspended due to technical issues)
- Went beyond my mandate and took up an assignment to oversee the preparation for and actual deployment of the ERP system in Mexico country program in May - August 2020
- Restarted deployment preparatory and planning activities in Uganda country program in Nov 2020, in anticipation of deployment scheduled for July 2021
Procurement
- Coordinate, manage and be accountable for the procurement support to IRC operations, ensuring efficient, effective and transparent procurement of required goods and services according to IRC Global policies and standard operating procedures
-Ensure procurement plans are prepared for each grant and updated and reported on a monthly basis
- Take the lead in all international procurement including communication with international vendors and IRC Global Procurement unit
Warehouse/Storage
- Implement and be accountable for appropriate stock management system in IRC-K’s stores, ensuring warehouse and stocks are secure, well managed and documented.
- Lead in conducting periodic cycle counts, quarterly and fiscal year end stock counts and compile the stock inventory report.
- Assist programs to prepare and implement reliable stock distribution plans
- Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
Fleet and Transport Management
- Oversee the effective and efficient management and utilization of the vehicle fleet
Asset Management
- Ensure proper recording, tracking and maintenance of all IRC assets throughout the country, including conducting of regular physical checks and disposal of assets on an annual basis as per IRC and donor regulations.
Budget & Finance
- Participate in proposal design and budget development by identifying and inputting the required supply chain and operational budget needs for project implementation
- Monitor Supply Chain and Operations sections of budgets
Staff Management
- Proactively develop the skills of IRC Kenya staff to understand and utilize Supply Chain tools and services
- Practice excellent human resource management, supporting the recruitment, development, promotion and retention of a motivated team of qualified and experienced staff
- Ensure all staff are aware of and comply with IRC Supply Chain policies, SOPs and directives
-Provide day to day supervision of department
-Ensure that each Supply Chain staff has an updated job description, annual performance objectives and gets corrective feedback on their performance through regular performance evaluations
Training & Outreach:
- Participate in all grant opening and ending meetings with the role of preparing and presenting Supply Chain plans and reports
- Train Supply Chain staff as required in supply chain operations and processes
- Provide technical support to supply chain staff in field offices
- Represent IRC Kenya in NGO Logistics Cluster meetings.
Other tasks:
- Ensure donor reports for assets and inventory are prepared and submitted to the Grants Department on time as per donor requirement.
- Ensure monthly Supply Chain reports on procurement, assets, inventory and fleet management are prepared and uploaded into the Global Supply Chain reporting portal
- Conduct Supply Chain Assessment and prepare Supply Chain Improvement Plans to address the gaps identified
-Champion the implementation of Global Supply Chain initiatives in the country
-Review adequacy of space requirements and identify appropriate office and staff housing facilities as needed and requested
-Supervise the Administration functions in head office
•Provided strategic direction of field operations so as to comply with UNDP rules, regulations and
policies and contribute to the achievement of country programme goals and objectives
•Ensured effective and accurate field office financial management including preparation and monitoring of the Field Operations budget
•Ensured strategic human resources management, liaising and following up with HR Unit on all aspects of HR management (recruitment, contract administration, separation, leave management)
•Ensured provision of efficient procurement and logistical services compliant with UNDP procurement rules and guidelines, and proper inventory management of assets in field locations
•Ensured information and communication management, advising on adoption of useful technology and overseeing maintenance of office equipment and software systems
•Established partnerships with other UN agencies at the field level so as to foster relationships that benefit UNDP in pursuit of its objectives
•In conjunction with Field Security Specialist, established and maintained contingency plans, field security plans and procedures for medical and emergency response
•Knowledge building and sharing; synthesis and application of lessons learnt/best practices and contribution to knowledge networks and communities of practice.
• Provide strategic direction to field operations so as to comply with UNDP rules, regulations and policies and contribute to the achievement of country programme goals and objectives
• Ensure effective and accurate field office financial management including preparation and monitoring of the Field Operations budget
• Ensure strategic human resources management, liaising and following up with HR Unit on all aspects of HR management (recruitment, contract administration, separation, leave management)
• Provision of efficient procurement and logistical services compliant with UNDP procurement rules and guidelines, and proper management of assets in field locations
• Ensure effective information and communication management, advising on adoption of useful technology and overseeing maintenance of office equipment and software systems
• Establishment of partnerships with other UN agencies at the field level so as to foster relationships that benefit UNDP in pursuit of its programme objectives
• In conjunction with Field Security Specialist, establish and maintain contingency plans, field security plans and procedures for medical and emergency response
• Knowledge building and sharing; synthesis and application of lessons learnt/best practices and contribution to knowledge networks and communities of practice.
• Direct line management of 3 x Administrative Associates based in Juba and 18 field-based Operations Associates and 44 Drivers
• Management of procurement of all goods and services required by the organization
• In charge of transportation & distribution of procured supplies to CIP-K supported health facilities
• Management of renovation/repair works undertaken by ICAP at ICAP-K supported health facilities.
• Inventory and stores management
• Ensuring compliance with organizational purchasing and logistics policies
• Asset management: maintaining & updating an asset register
• Vehicle fleet and transport management: in charge of vehicle usage & safety; maintenance & insurance
• Security and safety management: monitoring security and providing regular security updates to staff.
• Direct line management of 1 x Logistics Assistant, 2 x Procurement Officers and 3 Drivers
• Remote management of 2 x Office Administrators and 9 Drivers
• Procurement of all goods and services required by the office and volunteers
• Inventory management of stationery stores and motor cycle spares
• Development and implementation of organizational purchasing and logistics policies
• Processing work permits for volunteers and international staff
• Asset management: maintaining & updating an asset register and obtaining insurance
• Vehicle fleet and transport management: in charge of vehicle usage & safety; maintenance & insurance
• Security management: providing regular security updates to volunteers and staff, and maintaining a database of security and emergency procedures
• General office administration
• Direct line management of two staff: 1 x Logistics Assistant and 1 x Front Office Assistant
• Sourcing and procurement of materials / services e.g office furniture, construction tools / equipment; ICT equipment / services; medical requirements, air charter services, heavy construction machinery.
• Drawing and management of large value contracts for building and construction materials such as fuel and cement.
• Liaising with Stores officers to arrange dispatch of materials to field sites in South Sudan
• Contracting and management of freight, clearing and forwarding and
• Transportation of construction equipment e.g dozers, excavators, graders, compactors
• In charge of procurement, servicing and maintenance of office equipment e.g copiers, computers, printers e.t.c
• Supplier relationship management
• Supporting other GTZ IS Projects on procurement matters, including EU-funded Health Projects in Somalia, and in Dadaab and Kakuma Refugee camps in Northern Kenya.
• Sourcing and procurement of goods locally and from foreign countries
• Soliciting for quotations, bid evaluation and processing of purchase orders and contracts
• In-charge of Stores and Inventory Control / Management
• Liaising with freight, clearing and forwarding agents with respect to shipping, clearing and forwarding of imported goods.
• Exporting equipment and machinery to overseas suppliers for repairs / reconditioning and re-importing them back.
• Building and managing supplier relationships through continuous supplier appraisal
• Disposal of scrap/obsolete stocks and other material
• Direct line management of 2 (two) stores officers
• Procurement of all non-production materials / services: Advertising/promotional materials and services; Plant tools & equipment; ICT equipment & services; Employee requirements e.g Medical consumables, training, travel services e.t.c
• Carrying out market surveys.
• Implementation of Global Sourcing strategies
• Sending out quotation inquiries, preparation of bid analyses/ evaluations
• Issuing purchase orders.
• Ensuring good customer service and satisfaction
• Building supplier relationships through continuous supplier evaluation and rating
• Purchasing all locally sourced production materials, fuels & lubricants.
• Carrying out market surveys.
• Sending out quotation inquiries to suppliers, negotiating terms.
• Preparing quote analyses and issuing purchase orders.
• Ensuring good internal customer service and satisfaction.
• Building supplier relationships through continuous supplier evaluation and rating
• Disposal of scrap and obsolete materials
• Expediting delivery of ordered goods& services
• Resolving issues of that would have an impact on delivery of goods and services by suppliers
• Participating in supplier development and evaluation
• Supporting the Engineering and Product Development department to develop sources of materials for new products
• Compiling monthly supplier performance reports
• Assisting Buyers to solicit for quotations and doing bid evaluations
• Liaising with freight, clearing and forwarding agents to ship, clear and deliver materials to the assembly plant
• Coordinating the exportation of vehicles and parts to clients in the East African region
A Masters degree awarded upon successful completion of a 2 year academic programme involving coursework and a project.
Attained a Second Class, Upper Division qualification
Studied basic Arts and Science subjects: Maths, Physics, Chemistry, Biology, Christian Religious Education, History & Government, Geography, English, Kiswahili, Economics