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

 

Job Title:    Supply Chain Officer – Procurement
and Assets Management

Organization:  Danish
Refugee Council (DRC)

Duty Station:  Uganda

Reports to: Project Manager-Project Support

 

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 and
Assets Management 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 works, goods and services
and coordination of logistical operations under the NURI Rural Infrastructure
and Water Resource Management Interventions.

 

Key Duties and Responsibilities:  

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/Template (PRTT) is updated and accurate, circulated on a weekly basis to
the Project Manager-Project Support for review and subsequent sharing with
Finance, and Supply Chain Manage, Hoss and CD

·       
Widen the pool of local field suppliers and ensure the
suppliers are vetted according to DRC policies and maintain the supplier
appropriate documents in a database at field level with comments on performance
and contract tracking.

·       
Send out RFQs with supplier code of conduct and ensure
suppliers sign.

·       
Prepare and/or review Bid Analysis in a timely manner

·       
Prepare Purchase orders, attach relevant documentation and
submit for authorization

·       
Raise Payment Request for all payments to suppliers for
goods and services received, submit payment request to Finance Officer or
Supply Chain Manager for review and subsequent approval by Project Manager,
Project Support, and Country Director

·       
Follow up payment with Finance and give feedback to
suppliers who call in.

·       
Escalate to the Project Manager-Project Support any
procurement challenges and any problems with suppliers.

·       
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 Supply Chain Manager to ensure that all
issues are reported and solutions are realized as the issues arise.

·       
Draft framework agreements for review by the Project
Manager-Project Support and Supply Chain Manager

·       
Draft works contracts in liaison with the Engineering unit
for review by the Supply Chain Manager and approval by the Project Manager-Project
Support/Country Director.

·       
Educate suppliers on DRC supply chain regulations and
government requirements, and ensure suppliers deliver the correct goods and
request technical certification by DRC expert staff

Warehouses
and Asset Management

·       
Maintain up-to-date inventory of DRC assets and ensure
assets are managed according to DRC standard Policies and procedures.

·       
Ensure all items USD 780 purchased and received from
donors are captured in the Dynamics FA module and tagged before handing over to
Project Manager for handing over to the end user.

·       
Ensure asset issue forms are prepared and signed by the
Project Manager Project Support, End user and uploaded in the FA module before
the asset is handed over to the end-user

·       
Ensure tags are removed from assets prior to disposal,
particularly hard drives which should be removed and wiped from computer
products.

·       
Ensure assets that are approved for disposal are actually
disposed of the FA module.  Maintain a
disposition file.

·       
Ensure transfer of assets from holding location to
assigned location has approval from Country Director and the process is
documented through use of Asset Transfer Forms which should be uploaded in the
FA Module.

·       
Conduct regular physical verification of asset items on
Annual and semi-annual basis to confirm availability of assets and submit to
Project Manager-Project Support for review with the Supply Chain Manager in
copy.

·       
Support the Supply Chain Assistant in compiling a list of
assets for disposal

·       
Draft incident reports of for stolen items for review by
Supervisor and Supply Chain Manager

·       
Extract the asset report and submit to the Project/Area
Manager for review with Supply Chain Manager in Copy

·       
Any other duties as assigned by the supervisor in line
with DRC line of duty.

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.

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 maximize efficiency and
ensure timely program implementation.

·       
Inspect all DRC vehicles for registration and appropriate
licensing documents.

·       
Track all fleet and produce a consolidated utilization
report on a monthly basis for review by the Project Manager-Project Support.

·       
Make recommendations to Project 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.

Program
Support

·       
Produce work plans for logistics and procurement staff and
train staff on regular updates of work planning and reporting against SMART
objectives.  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 and Assets Management
job placement must
hold a Degree in Supply Chain/Procurement/Logistics
Management.

·       
Over 3 years of post-graduate related work experience.

·       
Professional courses like CIPs and CILT are an added
advantage.

·       
At least experience from 2 projects as Supply/ Procurement
officer.

·       
Experience working in international NGOs

·       
Five years of work experience in relevant field INGO or
other agencies experience in Supply Chain management.

·       
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: Excellent Communication skills in
English required. Knowledge of Madi, Lugbara, Luo, Arabic and other local
languages widely spoken in Northern Uganda is an advantage.

 

How to Apply:

All candidates
should send their online applications at the link below.

 

Click
Here

 

Deadline: 26th January 2021

 

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