Supply Chain and Admin Assistant

**Requisition ID**: req36863

**Job Title**:Supply Chain and Admin Assistant

**Sector**:Supply Chain

**Employment Category**: Fixed Term

**Employment Type**: Full-Time

**Open to Expatriates**: No

**Location**: Milan, Italy

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity, and hope to millions who are uprooted and struggling to endure.

Following a first assessment conducted in January 2017 in Italy and another one in July 2017, several critical protection gaps were identified within assistance provided to refugees and migrants in Italy: mental health and psychosocial support (MHPSS), assistance to unaccompanied children, information provision and legal support. In response to the identified gaps IRC established a small presence in Italy. Programs in Italy include Refugee.Info web-based information platform, child protection programming targeting unaccompanied children and victims of trafficking, mentoring programs for the socio-economic inclusion of refugee youth, WPE, and education (social emotional learning and healing classrooms). With the onset of the Ukrainian refugee crisis in Ukraine, IRC Italy is ramping up its capacities to respond to the protection and MHPSS needs of newly arrived Ukrainian refugees in several locations in Italy.

**Job Summary**

We are looking for a Supply Chain and Admin Assistant, who will be responsible for ensuring that all logistics activities and procurements are done on a timely basis without compromising IRC standards, as well as other admin duties. The SC Officer will work closely with program, finance and other staff to ensure that planned activities are implemented accordingly, including timely and compliant procurement of Program supplies, services and equipment, whilst ensuring standard methodologies and maintaining audit-compliant records.

**Specific Duties and Responsibilities**:
**Supply Chain**
- Responsible for national procurement requests received and their review.
- Ensure that procurement is carried out in accordance to IRC and donor-specific policies and procedures.
- Ensure that all materials purchased are of appropriate quality and price and are timely delivered.
- Ensures timely payment to suppliers.
- Generate all required procurement documentation and maintain records and files in an impeccable manner.
- Maintain a complete filing system for all procurement related documents according to IRC Procurement Manual.
- Coordinate with Finance Department to make sure the payments are delivered to the suppliers.
- Assist program staff with raising purchase requests (PRs) and provide price estimations of goods requested.
- Update relevant staff about the status of their request and delivery and maintain regular contact with supervisor on matters of procurement.
- Produce routine purchase status including dedication and other SC reports as requested / needed.
- Preparation of procurement contracts, and Purchase orders.
- Conducting regular market surveys and maintaining an up-to-date supplier database with key supplier information.
- Establishing and maintaining good professional working relationships with suppliers, contractors, and inspection companies whilst strictly adhering to IRC’s anti-corruption guidelines and IRC code of conduct.
- Handles PR tracking for KPIs reports.
- Ensure all office equipment is stocked with required supplies (stationary, cleaning and kitchen supplies, toner, paper, etc.).
- Review and verify bills received for the office, including utilities, maintenance, provision of standard supplies, new furniture, or equipment and prepare payment requests; undertake analysis of bills to make recommendations on the most cost-effective billing approaches.

**Assets and Office Equipment**
- Ensures accurate recording and labeling of assets and the utilization of assets at the Office level.
- Ensures proper handling of assets and equipment by the staff at the point of departure and the transfer and recording of equipment and office machines/computers and others/, furniture, etc from one person to the other

**Facilities Management & Supplies**
- Lead all aspects of the process of receiving, logging, and follow-up on requests for space, accommodation and supplies, and firm up identification of new premises as the need arises;
- Refer any maintenance required to IT department;
- Ensure office premises are well managed and maintained.

**Visitors**
- Ensure a regularly updated visiting staff schedule is maintained;
- Be responsible for hotel bookings as the need arises for visiting staff, consultants etc, including ensuring prior approval by an authorized supervisor and recording of accounting expense codes;
- Connect with visitors to confirm arr