Careers at Danish Refugee Council

Overall purpose of the role: 

• The Supply Chain Officer is  responsible for supply chain functions ( procurement and logistics) of DRC in the Mandera program. This includes:
• Responsible for all tasks related to procurement , fleet& transport, Assets Warehouse/stores in Mandera field office, Ensure that all procurement is done according to rules and standards related to the respective donors and in compliance with DRC guidelines, Advise the Team leader finance &Administration on all issues related to procurement and logistics which includes providing inputs to budgets and project proposals for procurement and logistics activities and Provide SC technical support and capacity building for program team in the Mandera program.

Key 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
• Process all purchase requisitions on DRC Microsoft ERP dynamics system from receiving the Purchase requisition  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.
• Ensure that all Purchase Requests, Purchase Orders, RFQ and ITBs are tracked from point of planning and request through to final receipt.
• Regularly review, update, and share the procurement trackers to the Supply chain Coordinator 
• Prepare the RFQ and ITB relevant documents, as well as TOC (tender) reports for procurement & tender committee review of RFQ level.
• Assist with the preparation of contracts and amendments of contracts when needed.
• Ensure new suppliers are registered  using the Supplier Profile and Registration Form Code of Conduct and relevant valid  company registration documents  .
• Participate and facilitate the supplier pre-qualification process.
• Assist in the strategic sourcing for frequently purchased items to ensure framework agreements with the suppliers and service providers are in place.
• Ensure procurement files are accurate and records are complying to DRC and donor procurement policies, the filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable by auditors.
• Prepare and submit payments of suppliers to finance in a timely manner.
• Conduct duties in accordance with DRC Mandera program Standard Operating Procedures (SOPs).
• Conduct duties in accordance with the DRC Code of Conduct.
• Ensure a monthly regular PO/PR Clean-up process on Dynamics..

Warehouse & Inventory Management

• Ensure weekly/monthly warehouse/inventory activities are reported to the team leader finance & Admin. 
• Ensure that DRC warehouses are managed according to DRC warehouse standards and records are kept for audit. 
• Make periodic random checks during loading/unloading 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 all allocated non-food items are dispatched as per the distribution plans.
• Identify alternate warehouse facilities in times of emergency or unforeseen reasons.
• Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner.
• 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)
• Conduct physical stock checks periodically and investigates discrepancies.
• Ensure the warehouse is clean and free from pests.
• Ensure 100% security of the warehouses and commodities.

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 movement monitoring system.
• Report monthly on fleet management according to DRC’s Logistics Reporting policy.
• 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 registering any new purchased DRC/donor asset and tagging process for each asset.
• Issuing (Lend)/receiving assets to/from DRC staff as per DRC guidelines and operations handbook.
• Responsible for managing the asset journals on the ERP dynamics system (modify information’s of assets, add, delete, and dispose)
• Responsible for managing GPE’s (General program equipment’s) as per guidelines of DRC.
• Conduct physical count of assets twice a year. To conduct asset management tasks, the officer will work with the logistics assistant, but he is the final supervisor and responsible for the achievements.
• Constantly monitor that all asset inventory is tagged, recorded and reported to management in accordance of DRC’s guidelines.
• Liaise with the Security Officer and the HR/Administration assistant to ensure that the security of DRC compound is enhanced/maintained. 

Reporting Arrangements

• The Supply Chain Officer will report to the Team leader Finance and Administration and liaise closely with Supply chain manager as required

Experience and technical competencies:  

• Minimum 2 or 3 years of experience in supply chain management – logistics, procurement, warehousing, inventory management
• At least 3 years of the work experience should have been in NGO/INGO environment ,
• Experience with Enterprise Resource planning (ERP) systems
• Understanding of the local market, local legislation related to contracts.
• Understanding of the Supply Chain (procurement, assets, fleet and warehouse) rules and regulations of major international donors.Very good skills MS Word, Excel, Outlook, PowerPoint
• Very good interpersonal and team skills.
• Commitment to humanitarian principles and values.
• Commitment to and understanding of DRC’s aims, values, and principles.
• Working knowledge of written and spoken. English / Ara

Education:

• University degree (Logistics, Business Administration, or Economics will be preferred)
• Be Member of professional body either KISM or CIPS in good standing;

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Overall purpose of the role: 

• The focus of this role is to provide administrative support to DRC Urban Program Office in a well-coordinated and timely manner and to facilitate the day to day implementation of the administration functions and needs. The role holder is responsible for overall support in office management and will coordinate closely with Project managers and staff at the base office, Administration Officer at Country office, Safety Coordinator at CO and other external stakeholders to execute the required responsibilities. The Administration Assistant is responsible for ensuring the smooth and efficient operation of front office services by providing a professional first point of contact for visitors and staff, manages essential office systems, and supports organizational compliance and efficiency. The position holder shall occasionally support HR related roles such as onboarding of new staff and exit/clearance procedures for the exiting staff.
• The position shall reports directly to Human Resource & Administration Manager but with daily administrative supervision by the Project Manager at the base office and is expected to coordinate closely with urban program staff and the country office support units (Human Resource, Safety, Supply Chain and Admin) 

Duties & Responsibilities: 

Front Office Management

• Full-time management of the front desk, ensuring a professional and welcoming environment.
• Receive visitors/clients (do an inventory) and assist them with the relevant DRC information and refer client(s) information to the relevant team leads for further necessary action
• Respond to general enquiries and refer to appropriate staff members.
• Receive, record, and distribute all incoming correspondence and deliveries.
• Send and receive office mail and parcels via courier; maintain a tracking system.
• File and maintain front desk documents in an organized manner

Administrative support

• In liaison with the Facilities manager CO ensure effective and smooth transport coordination to facilitate regular field trips for staff in a timely manner
• Assist in making official travel arrangements, booking of DRC vehicle/or taxi for programme staff.
• Monitor utilization of office stationery and other office consumables and place timely orders for re-stocking.
• Responsible for safe custody of office stationary and other consumables and maintain a updated stock card.
• Responsible for ensuring order and cleanliness of the office & supervise the work of the office cleaner and repairs.
• Support to prepare administration budget forecast and ensure that this is well utilized without under/overspends.
• Provide support in ensuring urban program asset register is up to date and compliant with DRC asset policy and that the urban assets are insured yearly by coordinating with the DRC Country office logistics and finance. 
• Coordinate closely with the Country office HR to ensure that the Eastleigh area office is compliant with all administrative legal requirements i.e. government registrations and licenses in the area of operation.
• Responsible to maintain proper filing of administrative documents according to procedures. This includes requisition,  distribute and maintain adequate inventory of office supplies and consumables.
• In collaboration with the country office relevant unit, support in the organization of meetings, workshops, conferences and trainings upon official request & approval from the budget holder.
• Consistently update the contact list for all staff at the base office
• Raise purchase requests (PRs) for admin related procurements/or services for the base office as per the supply plan.
• Support to prepare monthly community monitors pay in collaboration with project leads, HR and finance. 
• Ensure that the telephone bills and rent are paid on time. 
• Provide admin support to the country office (HR, safety, admin and logs) based on official requests and informed by prioritized plan to ensure both offices (area and country office) expectations are met.

Program Support 

• Maintain an effective filing system to include key correspondences related to Administration, Safety, OSHA and other relevant documents. This documentation should be easily accessible when needed. 
• Liaise closely with CO Administration Officer on coverage of administration related support while out of office.
• Maintain and update the events calendar in coordination with the Facilities team
• Any other duties as agreed with the HR Manager

Human Resource support 

• Receive new employees, support in developing an orientation schedule in coordination with HR county office
• Support the HR Team in onboarding process for new hires.
• Support the HR Team in sending out exit/clearance procedures to staff exiting DRC and follow up to ensure that the forms are received and submitted to HR for archiving and processing of terminal dues.
• Ensure all new staff have job identification (staff IDs) and business cards as required within one month of reporting

Compliance/Reporting

• As the urban safety focal point, assist to ensure urban staff safety and office location is in compliant with DRC safety policy in coordination with the DRC Country Safety Coordinator.
• Be the focal person for OSHA (Occupation Safety and Health) on implementation at the urban program office
• In close coordination with Safety Coordinator, ensure compliance to OSHA legislation at the urban program office by maintaining updated records for OSHA and a valid OSHA certificate displayed at the office
• Support the Safety team to carryout field OSH compliance audits and training on regular basis
• Keep proper filing records of files and documentation on the regular audits carried out at the base office
• Support the supervision and ensure the maintenance of the area office is in line with OSHA recommendations.

Invoice Processing

• Process invoices related to various Administration services, on timely manner upon receipt.
• Maintain accurate records of the various administration functions and financial transactions.
• Liaise with finance to ensure compliance with organizational policies when making payments.

Experience and technical competencies:

• Diploma in Business Administration or any related training.
• 2 yrs + experience in Administration/support function in a humanitarian/development context.
• Previous experience in urban environment and persons of concerns context is an added advantage.
• Practical experience with Microsoft Word and Excel program and internet.
• Ability to keep clear and concise records.
• Attention to detail and excellent numeric accuracy  
• Good command of English and Kiswahili language.

Education: 

• Diploma in Business Administration or any related training.

Conditions  

• Contract: 5 months contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment.