Danish Refugee Council (DRC)
Regional Supply Chain Officer
Overall purpose of the
role: The Regional Supply Chain Officer’s support all activities
pertaining to the supply chain function including planning, sourcing,
transport, shipping, customs clearance, warehousing, asset and fleet management
in the Regional and support EAGL region country offices (COs), according to
DRC’s internal and donor procedures, as per the Operations Handbook prescribed
Quality Standards.
The position holder is expected to ensure an effective supply
chain that enables the DRC operations to meet the needs of persons of concerns
as well as timely delivery of quality goods and services to persons of concern.
Key responsibilities
Procurement
· Support the procurement
process in the RO and COs to ensure timely, cost-effective, value for money,
quality and adequate delivery of commodities and services and to maintain
continuous communication with requesters
· Support the procurement
process in the French Speaking COs to ensure compliance with DRC and Donor
regulations
· Liaising with the RSCM
and Supply Chain managers in the Country Offices, support the procurement
process to ensure compliance to DRC and Donor rules.
· To ensure all procurement
procedures, practice, and documentation meet standards set in the DRC
Operations Handbook, and in accordance with donor requirements, to bring
transparency and accountability to the Supply chain processes.
· Responsible for the
review of SC documentation from the French speaking countries in the EAGL
region. Review high value documentation with support the RSCM
· Support program team
members in the RO and SC Managers COs in the development of procurement plans.
· Ensure compliance with
donor requirements, rules and regulations relating to SC, particularly in
relation to local procurement and anti-corruption measures
· Provide Support in
tender committee processes for large procurements in the French speaking
countries as per the Country Supply Chain Work flow and review tenders before
awarding of contracts.
· Compile monthly
procurement status reports/tracker liaising with SC Managers in the LEs and
share with the Regional Supply Chain Manager and SMT.
· Support the operation to
Plan, Prepare, carry out the process of establishing Frame Work Agreements for
all items as per DRC procurement guidelines.
· Flag bottlenecks and
weaknesses in internal SC control to be addressed by management
· To liaise with DRC
Finance teams regarding payments and documentation challenges.
· To ensure fair,
transparent and professional dealings with all external suppliers and
contractors in line with the DRC Operations Handbook
· To lead and coordinate
regional procurement activities including annual process of establishing
supplier lists and framework agreements, linking with colleagues in the
Regional office and different programmes
· Assist in the
preparation of standardized supplier prequalification documentation
· Cover for RO office SC
colleagues when away.
· Participate in New
projects kick off meetings when required
· Create vendor prospects
and conduct prohibited parties search, due diligence for all new vendors and
ensure they seek approvals to add new vendors from RHOSS and ensure Proper
filing of all supplier’s registration documents including approvals.
· Complete the Regional
Monthly APIs and share with RSCM by the 10th of the following month.
Fleet / Transport
Management
· Review and sign off
vehicle log sheets on a weekly basis to monitor movement usage and fuel
consumption
· Oversee filing of all fleet
documents on the RO i.e. drivers’ docs, maintenance records, fuel
reconciliation, insurance docs, log sheets and log books and monthly fleet
performance reports
· Ensure well-maintained
and functional transport fleet for staff and material needs, including vehicle
allocation in Somalia.
· Review monthly transport
reports from COs and monitor fuel/Maintenance consumption/Performance and share
monthly reports with the RSCM
· Effectively convey fleet
procurement and logistics procedures to staff and supervise their
implementation.
· Support DRC’s global
understanding and learning on logistics good practice through sharing and
exchange of tools
Warehouse Management
· Support effective
warehouse management in accordance with the DRC Operations Handbook and/or
donor requirements.
· Review and submit timely
and accurate stock reports from the COs on a monthly basis
· Strengthen staff
capacity and warehouse management processes.
· Liaising with the SCMs
in the COs, ensure stock is properly recorded and kept and discrepancies
reported.
· Working closely with the
SCMs, ensure proper monitoring of stock and distributions carried out before
project closeout
· Organize disposal of old
stock and assets as per DRC/Donor guidelines.
Assets / Equipment
Responsibilities
· Responsible for the
process of Asset / General Programme equipment tracking by tagging, updating ID
cards, Personal issue, timely updating of Central register in Dynamics to meet
100% Audit requirements working closely with CO SCMs
· Coordinate independent
asset verification once a year and ensure reports are filed.
· Update DRC asset
Register for all losses, donations, scrapping, Theft, Transfer and filling of
relevant supportive documentation to support Audit trail.
· Ensure all required and
available communication equipment are installed and working and functioning properly;
supporting regular maintenance in consultation with ICT staff, Admin and SC
team members
· Ensure that the Fixed
Asset Register (FAR) is updated and verified quarterly in Dynamics and copied
to the Head of Support Services in the COs
· Support and lead Regular
Asset verification process in all offices, Assets are tagged and ensure the
assets are included in the Asset list and signed by Area Managers.
· Ensure that all
procedures and documents pertaining to Asset Management as per the DRC
Operations handbook are in place and being followed.
· Ensure donation
certificates with recipient’s signature are obtained and filed for all assets
and equipment donated to beneficiaries/partner groups or received from donors.
· Oversee CO archiving and
ensure asset disposal mechanisms are in place.
General / Other
· Read and understand DRC
OHs as per the Supply Chain governance framework in both English and French
· Translate simple
documents and carry out SC trainings in French from time to time
· Gap filling in country
offices during emergencies or in case of position gaps.
· Consult the Regional
Supply chain Manager on High Value procurements and exceptions to policy issues.
· Support the COs as
needed in the recruitment of Supply Chain staff.
· Any other tasks as will
be assigned from time to time
About you
In this position, you are expected to demonstrate DRC’s five
core competencies:
· Striving for excellence:
You focus on reaching results while ensuring an efficient process.
· Collaborating: You
involve relevant parties and encourage feedback.
· Taking the lead: You
take ownership and initiative while aiming for innovation.
· Communicating: You
listen and speak effectively and honestly.
· Demonstrating integrity:
You act in line with our vision and values.
Qualifications and
Experience
· Bachelors Degree in
Supply Chain Management, Business Administration or Purchasing and Supplies or
a Diploma Level preferable from Chartered Institute of Purchasing and Supply
(CIPS).
· Member of Kenya
Institute of Supplies Management. (KISM) or any other relevant body
· With at least 6-years
work experience in relevant field INGO or other agencies experience in Supply
Chain management.
· Demonstrated ability to
achieve results in a demanding and fast paced environment.
· Good knowledge of ERP
Supply Chain software’s Systems is mandatory.
· Knowledge of
international humanitarian and development systems, institutions and donor’s
programs (including ECHO, DFID and OFDA), and of procedures, accountability
frameworks and best practices
· High integrity,
proactive, stable, robust character and a good team-player
· Excellent communication
skills
· Excellent analytical and
negotiation skills.
· Proven commitment to
accountable practices.
· Knowledge of working in
challenging environments.
· Proven ability to manage
large varied workloads and deal constructively with stress and periods with
long hours.
· Proven ability to
prioritize tasks, meet deadlines and work with limited supervision.
· Excellent interpersonal
skills & demonstrated ability to establish effective working relations
between programs & support
· Proficient in written
and spoken French is mandatory
· Ability to travel
regularly within the region and beyond for up to 4 weeks at a short time notice
and sometimes in conflict areas and physically difficult conditions.
Conditions
· Contract: One year
contract with possibility of extension, subject to funding and performance.
Salary and other conditions are offered in accordance with DRC’s Terms of
Employment for Kenyan Staff ;
· Employment band: NM H1
Availability: February 2023
Duty station: This position is
based in Nairobi Regional Office
Reporting Line: Regional Supply
Chain Manager
Providing equal
opportunities
We are committed to creating an inclusive and positive work
environment based on mutual respect for all employees.
All applicants are considered for employment without attention
to race, age, ability, ethnicity, nationality, religion, gender identity,
sexual orientation, marital status, or any other factor.
At DRC we celebrate diversity and appreciate our employees for
the people they are and their unique skills, backgrounds, and perspectives.
We encourage all interested candidates to apply.
Promoting high
standards: DRC’s capacity to ensure the protection of and assistance
to refugees, IDP’s and other persons of concern depends on the ability of our
staff to uphold and promote the highest standards of ethical and professional
conduct in relation DRC’s values and Code of Conduct, including safeguarding
against sexual exploitation, abuse and harassment.
DRC conducts thorough and comprehensive background checks as
part of the recruitment process
Application and CV
Only motivated applications that address the stipulated duties
and meet the required qualifications, sent together with a CV, will be
considered.
DRC only accepts applications sent via our online-application
form on https://bit.ly/3FhKs5x under
job.
Please submit your application and CV in English no later than
14 December 2022