Supply Chain Officer – Procurement and Assets Management NGO Career Jobs – 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: 18th February 2021

 

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