Fresher Procurement Assistant INGO Careers – Danish Refugee Council (DRC)

Job Title:         Procurement Assistant

Organisation: Danish Refugee
Council (DRC)
Duty Station: Uganda
About US:
The Danish Refugee Council (DRC) is a private, independent, humanitarian
organization working on all aspects of the refugee cause in more than 36
countries throughout the world. The aim of DRC is to protect refugees and
internally displaced persons (IDPs) against persecution and to promote durable
solutions to the problems of forced migration, on the basis of humanitarian
principles and human rights. DRC works in accordance with the UN Conventions on
Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.
Job Summary: The Procurement
Assistant will be responsible for the management of procurement, fleet, assets
and stores.
Key Duties and
Procurement Management (40%)
Ensure that all DRC procurement guidelines are
adhered to at the Kyaka II Program
Actively engage and support the program teams in
procurement planning to ensure timely delivery of project inputs and activities
In liaison with the Head Office in Kampala,
identify, negotiate and implement contract agreements which result in
efficiencies in line with financial and forecasting requirements
Maintain accurate auditable records of all
procurement processes which result in high process compliance
Administer contract performance, including
delivery, receipt, warranty, damages and insurance
Plan and engage with Project Managers to
understand contract specifications
Work closely with suppliers to develop a profile
of delivery capability which results in effective market engagement
Conduct efficient and collaborative procurements
which are DRC and donor-compliant (inquiry, tendering, evaluation award &
contract management) and which result in a high value adding commercial
Fleet Management (30%)
Ensure that all repairs, service and maintenance
performed on vehicles / equipment / machinery are in accordance to required
standards established to achieve maximum reliability with minimum downtime and
at best value for money
Keenly monitor fuel consumption for the DRC
fleet i.e. vehicles and motorcycles and generators. This will be done through
ensuring monthly calculations of fuel consumption
Compile all maintenance and fuel consumption
reports for vehicles, motorcycles and generators and share with Project Manager
on a weekly and monthly basis
May be called upon to drive the assigned vehicle
in a correct and sensible manner in adherence to weather and road conditions at
all times; adhere to the maximum speed limits for DRC vehicles – 50km/hour on a
dirt road, 100km/hour on a tarmac; when the road conditions are poor, drive as
slowly as necessary to facilitate safe passage to the passengers and ensure no
damage to the vehicle.
Ensure vehicle-in-use templates, insurances and
list of authorized DRC drivers are in place and updated
Ensure that all DRC vehicles and motorcycles are
fitted with the minimum vehicles accessories and report shortfalls to
supervisor on time
Coordinate staff movement plans.
Store Management (15%)
Responsible for receiving the procured supplies,
with waybills, monitoring stock levels of Kyaka II office stationery, kitchen
and office supplies and consumables
Responsible for ensuring that monthly physical
stock counts are done as scheduled to prevent stock discrepancy as well as
monitoring expiring dates of in stock supplies
Will maintain and update stock records and
Inventory and Asset Control (15%)
Responsible for monthly updating of inventory
and asset list and submit to the Project Manager
Responsible for consistent tagging of DRC assets
immediately after procurement
Conduct bi-annual physical asset verification.
Maintain a transparent, honest and supportive
communication structure with colleagues to ensure they are kept informed of
applicable fleet activities and requirements.
Build and maintain positive relationships with
local authorities, other NGOs and any other stakeholders, representing DRC and
ensuring good co-operation.
Quality Management:
Be aware of the potential for loss or fraud in
fleet activities such as fuel cost, mislead transport usage, and procedures.
Pro-actively work to prevent such occurrences by
working with relevant line managers to improve transparency and to ensure the
best use of DRC assets and resources.
Liaising with manufacturers, distributors and
Arranging carriage or actually delivering goods
to the Kyaka II office
Quality control of goods in and/or goods out
Maintenance of stable conditions and / or
temperatures (as for perishable food items, chemicals or drugs)
Uphold the DRC’s Code of Conduct
Perform any other duties assigned.

Qualifications, Skills and
The ideal candidate for the Danish Refugee
Council (DRC) Procurement Assistant job placement must hold a Bachelor’s degree
or above with qualifications and experience in areas such as fleet management,
assets and inventory management, or logistic operations/management, supply
chain management, etc.
Computer literacy (Word, Excel, Power Point,
Language:  Fluency in spoken and written English,
ability to communicate in Swahili is an advantage.
Personal Competencies:
Professionalism: Strong personal
initiative and willingness to accept responsibilities; good knowledge of
logistics work and practices; ability to work in the remote locations
Ability to establish priorities and to plan,
coordinate and monitor work. Sound judgment in applying technical expertise to
resolve a rank of issues/problems.
Good negotiating skills and ability to influence
others to reach agreement.
Teamwork: Good interpersonal skills;
ability to lead teamwork, ability to develop and maintain effective working
relationships with logistic counterparts in a multi-cultural, multi-ethnic
environment and respect for diversity. Able to perform under pressure, take initiative
and possess a resilient attitude
How to Apply:
All suitably qualified and interested candidates should send their
applications including;
A cover letter (1 page) in which you explain why
you are interested in the position and how you meet the qualities and
qualifications criteria
Concise and accurate CV (maximum 3 pages). The
CV should include information about your qualification, relevant training
courses, Work experience, name and contact details of 3 relevant references.
All applications should be sent to clearly
indicating position name in the subject line.
Deadline: 31st
October 2017 by 5:00pm
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