Supply Chain Officer - (Danish Refugee Council) in Djibouti
Title: Supply Chain Officer
Location: Djibouti Ville with travels to the field
Reports to: Area Manager, Djibouti
Start of Contract & Duration: 6 months (with possible extension based on funds availability and performance).
Posting date: August 3, 2017
DRC is an international non-governmental organization which provides assistance and promotes durable solutions for refugees and internally displaced people, on the basis of humanitarian principles and human rights. The DRC Ethiopia/Djibouti Country program focuses on emergency response, protection, mixed migration and livelihoods. DRC is implementing different protection, mixed migration and livelihood projects in Djibouti and has an active role on the response to the influx of refugees coming from Yemen.
The Supply Chain Officer is to ensure that the programmatic needs for Djibouti Offices are addressed and met in an efficient, timely, transparent, accountable and cost-effective manner. The Supply Chain Officer will work closely with the Djibouti Area Manager, the Finance and Admin Coordinator, Head of Field Offices in Ali Sabieh and Obock and the Supply Chain Manager based in Addis to ensure smooth and effective running of procurement and logistic activities in Djibouti.
RESPONSIBILITIES AND TASKS
•Act as Djibouti Office Supply Chain focal point including compilation of Annual Performance Indicators (APIs) related to Djibouti Programs.
•Coordinate procurement and shipment of suppliers to other offices.
•Ensure Logistics and Procurement tools in the Djibouti Office are effectively rolled out in order to support Djibouti Program.
•To take overall responsibility for the management and implementation of procurement and logistics. This includes procurement, warehouse and stock management and vehicle/fleet management.
•To provide technical support to operations assistants in the field offices in matters related to Logistics and procurement.
2. Logistics and Procurement
•Ensure that assets/inventory in Djibouti operational area (currently including Djibouti ville, Ali Sabieh and Obock) are tagged and updated in the electronic property register on a monthly basis and that all staff/sectors comply with the laid down procedures regarding property management.
•Ascertain that correct procedures are followed in the disposal of all obsolete and unrepairable property items and conduct an annual inventory of all assets.
•Ensure that all DRC assets/property, including the office space, the guest-house, the containers, are well utilized, maintained, and serviced in order to minimize wastage and losses.
•Enforce the procurement plan developed by the project team and make sure that items are purchased at the most convenient price and with the highest standards of quality.
•Conduct periodic checks to ensure that the DRC warehouses are managed according to DRC regulations and records are well kept.
•Ensure that DRC vehicles are utilized optimally for project activity implementation, maintained regularly, and properly registered and insured.
•Review monthly fleet operational costs including fuel and lubricant consumption, spare part usage, and repair costs.
•Assist in the procurement of vehicles, either for rental or purchase, in close coordination with the office in Djibouti-Ville and country office in Addis Ababa as needed.
•Ensure the existence of procurement plan for each project and share with Area manager, Supply Chain Manage or Regional Office as may be appropriate on timely basis.
•Follow the procurement procedures and ensure value for money for all the procured works, services and supplies.
•Ensure that items delivered by the vendor are in good working order, guarantees are in place and proper documentations exist for supplies or services received.
•Manage, constantly update and share internally the procurement status sheet reflecting all procurement in progress clearly segregating procurement according to different projects/departments on weekly basis.
•Keep up to date filing system in Procurement and Logistics department.
•Update relevant information about procurement process in a database, appraise supplier performance and manage relationships with suppliers.
•Prepare tender documents and contract for approval and issue them to awarded suppliers.
•Prepare tender documents for local advertisement and convene an evaluation team for tender opening.
•Make recommendations and confirm purchase orders/contracts in coordination with the project and operations staff.
•Follow-up on the timely delivery of goods by suppliers and supervise receipt, storage and shipping of the goods to their final destinations.
•Ensure proper filing of all procurement documents with respect to the project and donor to which they pertain.
•Prepare or advise on derogation if required.
•Ensure that appropriate measures are taken to implement program procurement plans. These should be through the Operations Handbook on logistics, purchasing and supply procedures and will need close collaboration with the other program or support functions.
•Develop a database for pre qualified suppliers or service providers to improve efficiency in procurement.
•Ensure coding and proper tagging of assets and the maintenance of an up to date and proper asset inventory for office and DRC rented houses.
•Liaise with relevant actors in securing storage and shipment of emergency supplies in first phase of the emergency response.
•Line manage logistics staff including drivers.
3. Fleet Management
•Ensure that drivers adhere and respect DRC driving code;
•In collaboration with the drivers, responsible for the good status of all DRC vehicles and generators by facilitating repairs and routine maintenance through DRC recommended garage, keeping record of all activities;
•Ensuring that license, insurance and registration of all DRC vehicles are current and up to date and to follow-up any defects with the appropriate authorities;
•Responsible to see that vehicle and generator log sheets are always available, properly filled in, computed, analyzed and the results reported on monthly basis;
•Supervise general fuel supply to DRC vehicles, mileage usage and fuel consumption of all vehicles and generator for continuous monitoring and prepare weekly performance reports for all transport and related activities;
•Book all transport requests for rental vehicles and commercial trucks as may be appropriate and ensuring that log sheets are filled and that DRC’s driving code is signed.
•Prepare the rent contract for the DRC fleet
•Ensure that the rented vehicle adhere to the DRC security standard
4. Stock Management
•Ensure all stocks/supplies is properly recorded, packed, stored and shipped with the most cost-effective and secure manager.
•Ensure up-to-date records on all stock flows and follow up stock defects, irregularities and shortfalls as required; either take necessary actions yourself or bring it to the attention of the Area Manager.
•Ensuring that all items issued from the store, purchased or received for onward transportation are appropriately documented and accompanied by the required waybills;
•Carry out close inspection of Project items/materials delivered to the stores, to ensure that they are the right quantity and quality;
•Ensure a proper state of cleanliness and security where supplies or stocks are stored.
•Ensuring that correct Supply Request and Release documentation for items/materials are produced with an approval from the departments;
•Ensure proper storage and maintenance of all office equipment in the field;
•Maintain and update stock and asset inventory list on a monthly basis.
In this position, you will also be expected to demonstrate DRC’s five core competencies:
•Striving for Excellence: Focusing on reaching results while ensuring an efficient process.
•Collaborating: Involving relevant parties and encouraging feedback.
•Taking the Lead: Taking ownership and initiative while aiming for innovation.
•Communicating: Listening and speaking effectively and honestly.
•Demonstrating Integrity: Acting in line with DRC’s vision and values.
•University degree in procurement or logistics or Business Administration with major on procurement/logistics
•Relevant experience in the domain can be considered in lieu of the university degree in required field.
•A minimum of 3 years of relevant experience is required, preferably with an international NGO and/or UN Agencies
•Good knowledge of procurement and logistics management, including the provision of services in remote locations.
•Experience in establishing and implementing procurement and logistics systems
•The candidate must be fluent in both written and oral French and English and at least one of the local languages. The knowledge of Arabic would be an asset.
•She/he must be able to work independently and energetically, and have a flexible approach to manage and prioritize a high workload and multiple tasks with tight deadlines.
•She/he must be confident and proficient in the use of MS Office, with advanced Excel proficiency.
The candidate must also have a:
•Proven commitment to accountability and quality assurance.
•Excellent analytical and writing skills.
•Excellent interpersonal skills and demonstrated ability to establish effective and working relations with national staff members and other stakeholders.
•Well-organized, able to multitask, and rigorous.
•Excellent communication skills and sense of diplomacy.
The duties and tasks above are given for indication and information purposes. The Danish Refugee Council has the right to update this Job Description according to the development of its Humanitarian activities within its frame of intervention and in accordance with the Djiboutian Labour Law.
This job description is an appendix to the contract and the employer can at any time make changes, after discussions with the employee.
Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.
We only accept applications sent via our online-application form on www.drc.dk under Vacancies.
Please forward the application and CV, in English through the stated website no later than August 15, 2018.
For general information about the Danish Refugee Council, please consult www.drc.dk.
We encourage only qualified Djibouti Nationals to apply. DRC considers all applicants based on merit. It is DRC policy to recruit, hire, train and promote individuals, as well as administer any and all personnel actions, without regard to gender, race, national, clan or tribal origin, religion, age, sex, origin or ancestry, marital status, social status, sexual orientation, or status as a qualified disabled individual.