Supply Chain Officer job at Danish Refugee Council (DRC)

Danish Refugee Council (DRC) Supply Chain Officer DRC is a private, independent, non-profit organization (NGO), devoted, on the basis of humanitarian principles to securing the Protection of refugees and internally displaced persons (IDPs), and to promoting long term solutions to the problems of forced displacement. DRC works in the context of conflict-induced displacement of populations and in return and reintegration situations. The purpose of the AFL Assistant is to coordinate the support functions at (Country) Office and off-load the Project Manager and HMA team of support functions. The responsibilities will encompass all the support activities of DRC HMA projects office: supply chain, admin, finance and liaison. This role has an area focus and ensures compliance with DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role also provides support to base operations where mine action activities are taking place.

POSITION PROFILE

Overall purpose of the role:

The Supply Chain officer main objective is to provide support in the Supply Chain department in efficient and effective Logistics implementation and smooth running of departmental operations of the Omdurman office with emphasis support logistics/procurement staff and functions including implementation of DRC Dynamics. The role expected to contribute to strengthen the overall supply chain functions. This position will also ensure implementation of audit recommendation related to logistics and procurement. He/She will be expected to assist on procurement, warehouse, assets, general equipment and fleet management for Omdurman office that all logistics operations are managed and maintained in an efficient manner as per DRC’s internal and donor procedures & as per the Operations Handbook.

Responsibilities or duties

DUTIES & RESPONSIBILITIES

Key Responsibilities:

Procurement

• Ensure that all orders are tracked from point of planning and request through to final receipt.
• Prepare the relevant documents for the procurement of goods and services.
• Lead evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Lead the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities.
• Perform Procurement support functions such as collecting quotes and putting together basic procurement documents such as requisitions and bid matrices.
• Lead the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs
• Communicating with all related actors (vendors, warehousing, and programme staff) on procurement progression, facilitating internal and external coordination.
• Have a leading role ensuring compliance with DRC’s procurement principles, standards, and policies, donor regulations, and local statutory requirements.
• Lead and facilitate market assessments when needed and update market records with prices on goods and services requested for programmatic activities.
• Correctly apply ERP supply chain processes
• Ensure appropriate archiving (hard copy and electronic filling) is maintained for all procurement files.
• Maintain an updated suppliers’ registration record accompanied with all necessary documentation as per DRC regulations.
• Identify new suppliers and ensure these are vetted according to DRC vetting process.
• Carry out regular monitoring and review of DRC suppliers’ list and ensure all vetted vendors maintain valid documentation and quality standards over time.

Fleet Management

• Ensure compliance and implementation of Operations Handbook.
• Coordinate with program and perform right sizing of fleet exercise.
• Ensure an effective fleet management practice in DRC especially for the service contract vehicles for all country

Asset Management

• Ensure compliance and implementation of Operations Handbook on asset management.
• Prepare monthly comprehensive on Inventory/Assets, compile all report and provide to SCM in Khartoum

Inventory and Warehouse Management

• Ensure compliance and implementation of Operations Handbook on inventory and warehouse management.
• Organize training for program staff and warehouse staff on stock ownership, stock management, release and accountability of stock return etc.
• Provide monthly comprehensive country report on warehouse inventory to SCM (list and stock value in hand).

Transportation of goods, equipment and programme inputs:

• Arrange with Team, to receive/transport goods from site to final/other destinations with good timely manner.
• Keep track and updates of cargo status and shipments.
• Review and check transportation reports/ Waybills

Qualifications or requirements (e.g., education, skills)

Experience and technical competencies:

• Minimum 3 year of relevant work experience and in-depth knowledge of the context (local market) in South Kordofan
• Experience in administrative tasks, including filing systems.
• Excellent IT skills, experience in operating an ERP supply chain system will be consider an advantage
• Experience with standard procurement procedures and documentation.
• Advanced English proficiency
• Fluency in local language

EDUCATIONAL QUALIFICATIONS: (include certificates, licenses etc.)

• Diploma or equivalent professional qualification

Languages: (indicate fluency level)

• Fluency in Arabic
• Advanced in English

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

ALL EMPLOYEES ARE EXPECTED TO DEMONSTRATE DRC FIVE CORE COMPETENCIES

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

WHAT WE OFFER

• Two Bonuses (during two Eid festivals)
• National Social Insurance
• Medical Insurance
• Excellent Working Environment and Opportunity for Growth
• Various Learning and Development Platforms

• Ensure that all orders are tracked from point of planning and request through to final receipt.
• Prepare the relevant documents for the procurement of goods and services.
• Lead evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Lead the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities.
• Perform Procurement support functions such as collecting quotes and putting together basic procurement documents such as requisitions and bid matrices.
• Lead the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs
• Communicating with all related actors (vendors, warehousing, and programme staff) on procurement progression, facilitating internal and external coordination.
• Have a leading role ensuring compliance with DRC’s procurement principles, standards, and policies, donor regulations, and local statutory requirements.
• Lead and facilitate market assessments when needed and update market records with prices on goods and services requested for programmatic activities.
• Correctly apply ERP supply chain processes
• Ensure appropriate archiving (hard copy and electronic filling) is maintained for all procurement files.
• Maintain an updated suppliers’ registration record accompanied with all necessary documentation as per DRC regulations.
• Identify new suppliers and ensure these are vetted according to DRC vetting process.
• Carry out regular monitoring and review of DRC suppliers’ list and ensure all vetted vendors maintain valid documentation and quality standards over time.
• Ensure compliance and implementation of Operations Handbook.
• Coordinate with program and perform right sizing of fleet exercise.
• Ensure an effective fleet management practice in DRC especially for the service contract vehicles for all country
• Ensure compliance and implementation of Operations Handbook on asset management.
• Prepare monthly comprehensive on Inventory/Assets, compile all report and provide to SCM in Khartoum
• Ensure compliance and implementation of Operations Handbook on inventory and warehouse management.
• Organize training for program staff and warehouse staff on stock ownership, stock management, release and accountability of stock return etc.
• Provide monthly comprehensive country report on warehouse inventory to SCM (list and stock value in hand).
• Arrange with Team, to receive/transport goods from site to final/other destinations with good timely manner.
• Keep track and updates of cargo status and shipments.
• Review and check transportation reports/ Waybills

• Excellent IT skills, experience in operating an ERP supply chain system will be consider an advantage
• Experience with standard procurement procedures and documentation.
• Advanced English proficiency
• Fluency in local language

• Diploma or equivalent professional qualification