Supply Chain Officer – Procurement NGO Careers – Danish Refugee Council (DRC)

Organisation: Danish
Refugee Council (DRC)
Duty Station: Uganda
Reports to: Area/Base
Manager
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 Supply Chain Officer –Procurement will
provide efficient and effective Procurement and Logistics implementation and
smooth running of departmental operations according to DRC’s internal and donor
procedures, as per the Operations Handbook. He/She will be responsible for
procurement of tools, construction materials, goods and services and
coordination of logistical operations under the NURI Rural Infrastructure and
Water Resource Management Interventions.
Key Duties and Responsibilities: 
Logistics
  • Lead coordination between the logistics team and program managers to
    facilitate effective, efficient, and timely implementation of DRC
    logistics procedures according to DRC’s Operations Handbook on Warehouse,
    Assets & Inventory, and Fleet Management chapters.
  • Ensure Program Managers and other key program staff are informed of
    areas of logistics responsibilities and where cooperation from other
    departments is required.
  • Produce logistics reports on a weekly and monthly basis such as
    warehouse stock report, fleet utilization report, and asset lists
    according to DRC’s internal templates and procedures – ensure that correct
    templates are being used and filled out in their entirety, flagging issues
    and gaps in documentation to the Area Manager or Country Supply Chain
    Manager as required.
  • Conduct spot checks of warehouse, fleet, and asset management to
    ensure implementation and documentation is up to date and produce review
    reports on areas where improvement is needed.
  • Develop work plans with Logistics staff as necessary to increase
    compliance and understanding of DRC procedures.
  • Report all anomalies on documentation to the Area Manager and
    Country Supply Chain Manager immediately.
  • Enforce DRC’s Code of Conduct, support the Area Manager with any
    reporting on issues related to corruption, collusion, and fraud.
Procurement
  • Establish a rigorous, accountable, and transparent procurement
    system, compliant with the DRC Operations Handbook chapter on Procurement
    Management, local law, and donor requirements.
  • Advocate with all program teams in the field for procurement
    planning, in line with DRC Operations Handbook and Area Performance
    Indicators (APIs), this includes leading the process of procurement
    planning and convening regular meetings with Program colleagues to provide
    feedback on planned purchases, committing to realistic timelines for
    delivery and implementation.
  • Supervise all procurement processes and implement/reinforce a
    tracking system for all local and central procurement on behalf of program
    teams.
  • Responsible for ensuring a weekly Procurement Tracking Table (PRTT)
    is updated and accurate, circulated on a weekly basis to Kampala and all
    Area Program, Finance, and Supply Chain colleagues.
  • Ensure suppliers are vetted according to DRC policies and an updated
    supplier database exists with comments on performance and contract
    tracking.
  • Ensure proper accounting, reporting, internal controls and
    maintenance/filing of records.
  • 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 issues
    are reported and solutions are realized as the issues arise.
Facilities,
Warehouses and Asset Management
  • Ensure all assets have service/maintenance records and where
    necessary that assets are disposed of according to DRC guidelines and
    local laws.
  • Provide training and management to Logistics Assistant with regards
    to asset management and tracking and ensure implementation of tracking
    system is in place at each location.
  • Ensure all DRC assets are registered, tracked, and maintained in
    line with DRC asset management policies.
  • Ensure the implementation of regular asset verification at least on
    a bi-annual basis.
  • Ensure the inclusion of donor requirements in asset registers to
    facilitate correct asset transfer/disposal during project liquidation.
  • Implement monitoring and evaluation of stock management systems,
    including implementation of stock cards and bin cards, as well as regular
    tracking of receipt and dispatch of items.
  • Ensure Program staff are informed of roles and responsibilities of
    logistics staff, including making recommendations to the Area Manager
    regarding approved signatories on standard documentation (waybills,
    Release Orders, Goods Received Notes, etc.) as per the DRC Operations
    Handbook.
Fleet Management
  • Ensure appropriate fleet management, in line with DRC guidelines,
    through the use and verification of log books, fuel consumption registers
    and regular servicing and maintenance.
  • Analyze the DRC vehicle usage to maximise efficiency and ensure
    timely program implementation.
  • Inspect all DRC vehicles for registration and appropriate licencing
    documents.
  • Track all fleet and produce a consolidated asset utilization report
    on a monthly basis for review.
  • Make recommendations to Area Manager and Country Supply Chain
    Manager regarding improvements to fleet utilization, vehicle maintenance,
    and disposal on at least a monthly basis.
  • Ensure Weekly Movement Plans are implemented and all KISS movements
    are coordinated to other Area / Field / Country Offices are done in
    accordance with the DRC Fleet Utilization Policy.
Management
  • Produce work plans for logistics and procurement staff and train
    staff on regular updates of work planning and reporting against SMART
    objectives.
  • Based on Grant Opening meetings and requirements for the Supply
    Chain departments, make recommendations on staffing to the Area Manager
    and support with recruitment as required and requested.
Program Support
  • Ensure compliance with donor requirements regarding procurement,
    inventory, and asset management.
  • Train staff on compliance with internal reporting requirements and
    required contributions to donor and other reporting.
  • Support program teams’ and managers’ with logistics and build
    program staff capacity.


Qualifications, Skills and Experience: 
  • The ideal candidate for the Danish Refugee Council (DRC) Supply
    Chain Officer –Procurement job placement should hold a Degree in Supply
    Chain/Procurement/Logistics Management.
  • Five years of post-graduate related work experience in Supply Chain
    management.
  • Previous experience of working in international NGOs.      
  • Proven ability in the implementation of large-scale logistics and
    programs with large-scale procurement requirements.
  • 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 communication skills
  • Excellent analytical and negotiation skills.
  • Proven commitment to accountability practices.
  • Proven ability to prioritize tasks, meet deadlines, and work with
    limited supervision
  • Knowledge of computers: word processing, database management
    packages.
  • Languages:
    Communication skills in English required. Knowledge of Alur, Lugbara, Luo,
    Madi and other local languages widely spoken in Northern Uganda is an
    advantage.
How to Apply:
All suitably
qualified and interested candidates who wish to join the Danish Refugee Council
(DRC) are encouraged to apply online at the link below.
Deadline: 5th August 2018
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