Supply Chain Officer at Danish Refugee Council

Overall purpose of the role: 
The Supply chain officer is responsible for all the procurement and logistic functions of DRC in the Mandera base office and shall support the program in ensuring that all procurement and logistics procedures are done according to the rules and standards related to the respective donors and in compliance with DRC guidelines 

Duties & Responsibilities:
Procurement:

• Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor-specific policies, in collaboration with the Supply Chain Manager (SCM) 
• Process all purchase requisitions on DRC Microsoft ERP dynamics system from receiving the PR till end of procurement process.
• A focal point for liaising with suppliers. Create and follow up on realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
• Maintain and update suppliers list using the Supplier Profile and Registration Form.
• Participate and facilitate the supplier pre-qualification process.
• Regular PO/PR Clean-up process on Dynamics.

Inventory Management:

• Ensure monthly inventory activities are reported to admin coordinator. 
• Ensure that DRC warehouse is managed according to DRC warehouse standards and records are kept for audit. 
• Make periodic random checks during loading/offloading operations to ensure that commodities carried by the trucks conform to the quality record on the truck waybill and ensure the GRN and stock card are raised, and report submitted to programs heads. 
• Ensure that the filing system of records of all stock movements are documented for  rigorous archiving  when required for audit
• Maintain control and accountability of all stock, monitoring storage, request and issuance in accordance with DRC’s Warehouse Management Guidelines.
• Ensure appropriate documentation on the logistics operations (waybills, writing off of redundant stocks are reported for disposal etc)

Fleet Management: 

• Vehicle fleet management, including ensuring safety and standard of vehicles, management of vehicle running logs, booking and assignment of transport 
• Monitor the Mandera program fleet to ensure optimal use, which includes service and maintenance etc. Ensure that logbooks are always filled in and maintain an updated overview of expenses for each vehicle
• Ensure regular review for the Mandera program vehicles on fuel consumption, spare parts usage, insurance requirements and safety standards
• Ensuring vehicle fleet management complies with DRC standards through appropriate allocation and safe use of vehicles and servicing and maintenance schedules are adhered to throughout the programme
• Ensure safe operation of the fleet through driver selection and training, quality maintenance to include routine checks and regular service and establishing / enforcing local fleet operating procedures.
• Ensure appropriate use of the vehicle by all staff (e.g. use of seatbelts, adherence to speed limits, vehicle booking process and 
• Ensure appropriate provision of servicing facilities and management of spare parts.

Asset Management:

• Ensure purchased assets are registered in the DRC Microsoft ERP-dynamics system.
• Responsible for monitoring, registering new purchased DRC/donor asset and ensure all are tagged and recorded, reported to management in accordance of DRC’s guidelines.
• Updating, Issuing assets to/from DRC staff in ERP dynamics system as per DRC guidelines and operations handbook.

Experience and technical competencies: 

• Minimum 5 years of work experience in supply chain management – logistics, procurement, warehousing, inventory management, asset management. At least 3 years of the work experience should have been in NGO/INGO environment ,
• Be Member of professional body either KISM or CIPS in good standing;
• Understanding of the local market, local legislation related to contracts.
• Understanding of the Supply Chain (procurement, assets, and warehouse) rules and regulations of major international donors.
• Very good skills MS Word, Excel, Outlook, PowerPoint
• Training in Enterprise Resource planning (ERP) systems
• Very good interpersonal and team skills.
• Commitment to humanitarian principles and values

Education

• University degree (Logistics, Business Administration, or Economics will be preferred) 

Language:

• Excellent Communication skills in English and Swahili required. Fluency in Somali language is essential

Key stakeholders: Internal & External

• Support team, Programme Management Unit, implementing field teams, Area SMT, Country Office SMT
• Suppliers/Vendors, contractors and other service providers,
• Other NGOs/ INGOs, Implementing partners