Supply Chain Officer

Supply Chain Officer

About DRC
The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in more than 35 countries around the world. DRC is one of the largest protection actors in Kenya, actively coordinating and advocating for improving the protective environment for refugees and host communities. DRC implements Protection monitoring, Child Protection and GBV prevention and response programmes in its areas of operation to address protection issues faced by displaced and non-displaced at-risk groups and individuals. The programme also aims to identify and build synergies with DRC´s Economic Recovery sector to facilitate durable solutions and Humanitarian Disarmament & Peace Building activities to enhance to respond to the needs of communities affected by acute crisis as well as those in protracted displacement situations.

Overall purpose of the role:
The Supply chain officer is responsible for all the procurement and logistic functions of DRC in the Mandera base office and shall support the program in ensuring that all procurement and logistics procedures are done according to the rules and standards related to the respective donors and in compliance with DRC guidelines

Duties & Responsibilities:
Procurement:

• Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor-specific policies, in collaboration with the Supply Chain Manager (SCM)
• Process all purchase requisitions on DRC Microsoft ERP dynamics system from receiving the PR till end of procurement process.
• A focal point for liaising with suppliers. Create and follow up on realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
• Maintain and update suppliers list using the Supplier Profile and Registration Form.
• Participate and facilitate the supplier pre-qualification process.
• Regular PO/PR Clean-up process on Dynamics.

Inventory Management:

• Ensure monthly inventory activities are reported to admin coordinator.
• Ensure that DRC warehouse is managed according to DRC warehouse standards and records are kept for audit.
• Make periodic random checks during loading/offloading operations to ensure that commodities carried by the trucks conform to the quality record on the truck waybill and ensure the GRN and stock card are raised, and report submitted to programs heads.
• Ensure that the filing system of records of all stock movements are documented for rigorous archiving when required for audit
• Maintain control and accountability of all stock, monitoring storage, request and issuance in accordance with DRC’s Warehouse Management Guidelines.
• Ensure appropriate documentation on the logistics operations (waybills, writing off of redundant stocks are reported for disposal etc)

Fleet Management:

• Vehicle fleet management, including ensuring safety and standard of vehicles, management of vehicle running logs, booking and assignment of transport
• Monitor the Mandera program fleet to ensure optimal use, which includes service and maintenance etc. Ensure that logbooks are always filled in and maintain an updated overview of expenses for each vehicle
• Ensure regular review for the Mandera program vehicles on fuel consumption, spare parts usage, insurance requirements and safety standards
• Ensuring vehicle fleet management complies with DRC standards through appropriate allocation and safe use of vehicles and servicing and maintenance schedules are adhered to throughout the programme
• Ensure safe operation of the fleet through driver selection and training, quality maintenance to include routine checks and regular service and establishing / enforcing local fleet operating procedures.
• Ensure appropriate use of the vehicle by all staff (e.g. use of seatbelts, adherence to speed limits, vehicle booking process and
• Ensure appropriate provision of servicing facilities and management of spare parts.

Asset Management:

• Ensure purchased assets are registered in the DRC Microsoft ERP-dynamics system.
• Responsible for monitoring, registering new purchased DRC/donor asset and ensure all are tagged and recorded, reported to management in accordance of DRC’s guidelines.
• Updating, Issuing assets to/from DRC staff in ERP dynamics system as per DRC guidelines and operations handbook.

Experience and technical competencies:

• Minimum 5 years of work experience in supply chain management – logistics, procurement, warehousing, inventory management, asset management. At least 3 years of the work experience should have been in NGO/INGO environment ,
• Be Member of professional body either KISM or CIPS in good standing;
• Understanding of the local market, local legislation related to contracts.
• Understanding of the Supply Chain (procurement, assets, and warehouse) rules and regulations of major international donors.
• Very good skills MS Word, Excel, Outlook, PowerPoint
• Training in Enterprise Resource planning (ERP) systems
• Very good interpersonal and team skills.
• Commitment to humanitarian principles and values

Education

• University degree (Logistics, Business Administration, or Economics will be preferred)

Language:

• Excellent Communication skills in English and Swahili required. Fluency in Somali language is essential

Key stakeholders: Internal & External

• Support team, Programme Management Unit, implementing field teams, Area SMT, Country Office SMT
• Suppliers/Vendors, contractors and other service providers,
• Other NGOs/ INGOs, Implementing partners

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.

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.
• Availability: July 2024
• Duty station: Mandera Base Office

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 www.drc.ngo under Vacancies. Please remember to upload both a letter of application and your CV and do not attach any written recommendations.
Please submit your application and CV in English no later than 26th June, 2024
Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, Female candidates and those from minority groups are strongly encouraged to apply.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics.
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. Visit drc.ngo to read more about what we do to secure robust safeguarding mechanisms.
If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.

Department: , Nairobi

Location: Mandera Base Office

Application deadline: 26 Jun 2024