Title: Supply Chain Officer
Location: Dolo Ado
Employment Category: H2
Reporting To: Support Service Team Leader
Direct Reports: N/A
Start of Contract & Duration: December 31, 2023
Job Description
INTRODUCTION
The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009. With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia, including WASH and shelter provision, youth protection, gender-based violence response, awareness-raising protection monitoring and livelihood support for vulnerable communities affected by conflicts and shocks.
OVERALL PURPOSE OF THE ROLE:
This role has an Area office focus to ensure full compliance to DRC procedures and guidelines within the Area office. The role follows the Area office SC strategies, which are translated into action plans and day-to-day tasks. The role provides support and technical guidance to programs and departments in the Area office.
This role is responsible for all supply chain / logistics that includes procurement of goods and services, warehousing, transportation of good and people, fleet and asset/GPE managements, and general logistics support to the programs
RESPONSIBILITIES AND TASKS
A- Generic responsibilities
- Ensuring all the SC/Logistics processes are in line with DRC Operations Handbook. (P2P, Assets/GPEs, stocks, Fleet, Generators) etc.…
- Effective and efficient support to programs’ needs.
- Establish and maintain good contacts with suppliers, government offices, and other NGOs with regards to SC matters.
- Ensuring that an effective and efficient transport system is in place to support the programs
- Ensuring that all generators in the Area office are well managed, monitor and service on time
- Ensuring that all stocks in the Area office are accounted for and well managed
- Ensure proper filing system of all SC documents
B- Specific responsibilities
Procurement:
- To manage all procurement activities at the Area office (P2P) goods, service, work within the approved threshold.
- Implement the procurement plans.
- To run the procurement process for the Area office requests and ensure it is compliant with DRC and donors’regulations.
- Ensure that there is a tracker to capture all requests for (RFQ, LVP, Cash, Payments, etc.…) and share with the relevant managers and TLs on weekly basis.
- Participate in the BFUs meetings and provide updates to the budget holders on timely and accurate manner.
- Ensure that accurate filing systems, with documented and supported records of supply chain activities are kept in the folders and uploaded on the SC share points for control or audit purposes.
- Timely process the payments for all completed good, service, work and send to Finance for payment.
- Ensure that logistics system in the Area is robust and flexible enough to cope with the support in case of an increase in the program activities.
- To perform Market survey on regular basis to analyze the trend and ensure that DRC gets the best value for money
Asset Management
- Ensure proper recording and updating of Fixed Asset register and ensure the appropriate tagging is performed for each item Asset/GPE accordingly.
- Ensure physical count of assets/GPE is conducted on time as per DRC SOP.
- Provides a monthly report on the asset condition that include disposal plans, transfer, and donation reports in the line with DRC Asset HB and the country SOP
Warehouse Management
- Ensure proper implementation of the warehouse management in accordance with warehouse management SOP and procedures. (Stock management, Bin & Stock Cards, release of goods is approved, use of Waybill, if necessary, PRV or GRN) are in place.
- Ensure that procured goods are received and meets the PO specifications
- Ensure timely dispatch of materials
- Schedule and coordinate mid-Year and Year-end inventories are performed
- Share with relevant managers the weekly stock report
- To report in monthly basis, the warehouse movement and provide suggestions when require.
Fleet/ generator management:
- Ensure proper implementation of the fleet management in accordance with fleet management policies and procedures of DRC.
- Ensure weekly movement plans are in place and used daily in fleet management to support the Area office teams.
- Maintain good records for DRC owned and rented vehicles such as driving and vehicles license, logbook, fuel consumption, insurance, etc.
- To report in monthly basis the fleet/ generator reports and provide proposals for cost reduction if necessary.
- Oversee fleet and generator running cost such fuel consumption, purchase and tracking and propose cost reduction.
Communication
- Maintain a regular communication channel between the supply chain and other program team on related matters for effective and efficient support.
Experience and Technical Competencies: (include years of experience)
- Minimum 2 years of experience in humanitarian logistics, procurement, asset, transport and distribution, warehousing, and stock management
- Good understanding of the procurement rules and regulations of major international donors
- Excellent skill in MS Word, Excel, and PowerPoint
Education (include certificates, licenses etc.):
- Degree/Diploma or equivalent professional qualification
Languages: (indicate fluency level)
- Fluency in the local language
- Advanced English proficiency
All DRC roles require the post-holder to master DRC’s core competencies:
- Striving for excellence: Focusing on reaching results while ensuring efficient processes.
- 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: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse, and harassment.
How to Apply
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: https://job.drc.ngo/jobs/job?id=168951
Please forward the application and CV, in English through the stated website no later than September 2, 2023
For general information about the Danish Refugee Council, please consult: www.drc.ngo
Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.
Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status or other protected characteristics
We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.