Supply Chain Officer

DRC Uganda is currently looking for a highly qualified and motivated individual to join our dynamic team as a Supply Chain Officer

Overall purpose of the role:
The Supply Chain Officer main objective is to provide efficient and effective execution of supply chain related tasks and operations according to DRC’s internal and donor procedures, as per the Operations Handbook and Quality Standards contained within.

Responsibilities:
Procurement:

• Undertake procurement activities in a rigorous, accountable, and transparent manner which is compliant with the DRC Operations Handbook Volume on Procurement Management, local law, and donor requirements.
• ·Work with program teams to support procurement planning, in line with DRC Operations Handbook and Area Performance Indicators (APIs). This includes actively participating in the process of procurement planning with the Program Managers and Country Supply Chain Manager as may be requested.
• ·Manage local tenders for Requests for Quotation at the Area Office and support the field offices as well in close coordination with County Supply Chain Manager.
• Guarantee timely and cost-efficient execution of all Purchase Requests received and delivery of the goods requested in the correct quality and quantity for the best possible price.
• Initiating and keeping track of the order placement processes to ensure timely delivery of service and goods while keeping program teams updated on the progress of their requirements to ensure continued support to program implementation.
• Ensure that all the suppliers are paid in time in coordination with the Finance department as well as guiding and following up with staff members on proper procurement documentation that is required for payment processing.
• Ensuring that the end-to-end procurement activities are all completed on DYNAMICS as per DRC guidelines and policy provisions.
• Maintain updated and complete procurement contract files (in line with DRC Operations Handbook) of any ongoing contracts, to be filed in Finance once the contract is closed and submitted for payment.
• Ensure any new suppliers are vetted according to DRC policies and update the Area supplier database which feeds into the country supplier database.
• Ensure feedback from Program teams with respect to contractor performance is captured on the DRC vendor master database and is uploaded onto the DRC Uganda cloud-based SharePoint archive system
• Enforce a zero-tolerance policy regarding corruption and contribute to ensuring complaints are recorded and investigated appropriately, in line with the DRC Code of Conduct and Accountability Framework.
• Coordinate with Country Supply Chain Manager to ensure that all supply chain related issues are escalated in a timely manner and solutions are provided but also escalating the issue to Head of Support Services and Country Director if necessary.
• Ensure proper accounting, reporting, internal controls and maintenance/filing of records in accordance with guidance from Country Supply Chain Manager and any DRC Uganda SOPs. · Monitor the supply market trends for updated information such as changes in market price, new products, and additional suppliers

Warehouse management

• Maintain the office store/warehouse and ensure that proper systems and procedures as well as appropriate safety and security provisions are implemented and maintained.
• Ensure that all stock records are maintained accurately, and relevant formats are used for each activity.

Transport & Fleet Management

• Coordinate and plan weekly/daily movements of vehicles based on weekly transport requests forwarded by the requesters and ensure that sufficient planning and coordination of vehicle movements is in place and adhered to by all requesters. ·
• Responsible for ensuring that daily and weekly vehicle safety checks are carried out and relevant records kept with the checklists involved. ·
• Ensure that all documents and records related to the vehicles exist in each vehicle’s file along with timely preparation and submission of monthly fleet related reports to the technical lead at the field office and the Country supply chain manager.
• Receive reports of accidents, take appropriate action together with the line manager and make assessments of damage and subsequent action to be taken in consultation with the country supply chain manager..

Assets Management

• Work in close cooperation with the Country office team in Kampala to ensure appropriate documentation and authorization for transfers, donations and disposal of assets in the Area office. ·
• Supervise the usage and organize the maintenance of office equipment and coordinate within the Regional wherever necessary.

Others ·

• Maintain a sound archiving system on the DRC share point platform for all supply chain related documentation for any reference purposes.
• Perform any other duties as may be assigned by the line manager from time to time.

Experience and technical competencies:

• A minimum of a bachelor’s can degree in Procurement or Finance and Administration from a recognized University.
• At least 4 years continuous related work experience in a busy supply chain environment of INGO setting and good understanding of donor financial requirements and conditions.
• Proven ability to support the implementation of large-scale programs.
• High integrity, pro-active, stable, robust character and a good team-player.
• Highly motivated, results-oriented, and with well-developed problem-solving skills.
• ·Ability to cope with heavy workloads and to work under pressure to meet tight deadlines.
• Excellent interpersonal and communication skills including influencing, negotiation and reporting.
• Proven commitment to accountability practices.
• Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
• Computer literary, fluency in English and excellent documentation skills are a MUST.

Department:

Location: Arua