Regional Supply Chain Officer at Danish Refugee Council

Overall purpose of the role: 

The Position will be based in the Regional Office which is in Nairobi, Kenya with frequent travel to the field locations. He/she is expected to ensure effective supply chain that enables the DRC operation to meet the needs of persons of concerns as well as timely delivery of quality goods and services to persons of concern. Support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management in the Regional office.

Procurement responsibilities: 

• Support the procurement process to ensure timely, cost-effective, value for money, quality and adequate delivery of commodities and services and to maintain continuous communication with requesters to this effect. 
• To ensure all procurement procedures, practice, and documentation meet standards set in the DRC Operations Handbook, and in accordance with donor requirements, to bring transparency and accountability to the Supply chain processes. 
• Flag bottlenecks and weaknesses in internal SC control to be addressed by management
• To liaise with DRC Finance teams regarding payments and documentation challenges.
• To ensure fair, transparent and professional dealings with all external suppliers and contractors in line with the DRC Operations Handbook
• To manage existing contracts with suppliers and contracts, and ensure supplier appraisal on a quarterly period basis
• To track all regional procurement, and provide weekly updates to relevant managers and colleagues on procurement status, with Monthly/quarterly updates to the SC Manager
• To provide induction for new staff on how to access and receive Supply Chain services at Regional office
• To lead and coordinate regional procurement activities including annual process of establishing supplier lists and framework agreements, linking with colleagues in the Regional office and different programmes  
• Gap filling in country offices during emergencies or in case of position gaps.
• Cover for the Regional SC Manager when away.
• Participate in New projects kick off meetings and support in developing Procurement plans for regional programmes.
• Participate in Monthly BFU meetings with Regional programmes.
• Create vendor prospects and conduct prohibited parties search, due diligence for all new vendors and ensure they seek approvals to add new vendors from RHOSS and ensure Proper filing of all supplier’s registration documents including approvals.
• Procurement of small works and repairs  at Regional office by working with Admin officer and the Regional Shelter advisor
• Complete the Regional Monthly APIs and share with SC Manager by the 10th of the following month.
• Deputize the SC Manager during Regional inductions, Regional Annual Reviews and ESMT meeting

Fleet/Transport Management Responsibilities

• Processing and scheduling staff transport requests and documents delivery by ensuring proper fleet utilization and optimization while reducing wastage.
• Coordinated onward transport of goods to field offices through Proper packaging/labelling, timely scheduling and shipping documentation
• Review and sign off vehicle log sheets on a weekly basis to monitor movement usage and fuel consumption
• Manage the Genset i.e running, fuel and maintenance
• Ensure drivers conduct weekly vehicle checks
• Proper filing of all fleet documents i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and log books and monthly fleet performance reports
• Coordinate with the drivers  planned preventative maintenance is carried out to a high standard with minimum disruption to movement activities.
• Ensure all drivers are briefed on and adhere to DRC vehicle management policies and procedures.
• Ensure Taxi vehicles are fit for purpose and that taxi companies have the capacity to meet the contract requirements.
• Prepare and submit the monthly fleet Performance Reports (Fuel, utilization and cost per km) by the 10th of the following month
• Cover for drivers in case of very urgent or in emergency situations.

Assets/ Equipment  responsibilities’

• Asset /General Programme equipment tracking by  tagging, updating ID cards, Personal issue, timely updating of Central register in Dynamics to meet 100% Audit requirements
• Update and label office room inventories, 
• Coordinate independent asset verification once a year
• Ensuring that all DRC assets are insured at all times
• Update DRC asset Register for all losses, donations, scrapping, Theft, Transfer and filling of relevant supportive documentation to support Audit trail.

About you

In this position, you are expected to demonstrate DRC’s 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. 

Qualifications and Experience

•  At least 6-years work experience in relevant field INGO or other agencies experience in Supply Chain management.
•  Degree in Supply Chain Management, Business Administration or Purchasing and Supplies.  Diploma Level preferable from Chartered Institute of Purchasing and Supply (CIPS).
• Member of Kenya institute of supplies Management. (KISM)
• This position will require a demonstrated ability to achieve results in a demanding and fast paced environment.
• Good knowledge ERP Supply Chain software’s Systems is MANDATORY.
• Knowledge of international humanitarian and development systems, institutions and donor’s programs (including ECHO, DFID and OFDA), and of procedures, accountability frameworks and best practices
• High integrity, pro-active, stable, robust character and a good team-player
• Excellent communication skills 
• Excellent analytical and negotiation skills.
• Proven commitment to accountable practices. 
• Knowledge of working in challenging environments.
• Proven ability to manage large varied workloads and deal constructively with stress and periods with long hours.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision.
• Excellent interpersonal skills & demonstrated ability to establish effective working relations between programs & support
• Ability to travel regularly within the region and beyond for up to 4 weeks at a short time notice and sometimes in conflict areas and physically difficult conditions.