Supply Chain Assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

Tripoli, Libya

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Supply Chain Assistant. DRC selects the best qualified candidate for any role, based on pre-defined criteria, such as competencies, qualifications and values. We strive for diversity and inclusion in all our recruitments, by selecting the best suited candidate based on the requirements for the job without discriminating against age, gender, ethnicity, religion, marital status, those with a disability or similar

About the job

This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks.

The Supply Chain Assistant will be responsible for all procurement of goods and services, warehousing, transportation of good and people, vehicle fleet management, and general logistics support to the program.

Your main duties and responsibilities will be:

Procurement

• Procure all services, materials and equipment ordered by the programs in line with the DRC Operations Handbook in a timely, efficient, and transparent manner that achieves value for best value Money Principle BVDM .
• Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of evaluation in selection process contain all the facts and information required to justify the recommendations made in the report.
• Ensure that all orders are tracked from point of planning and request through to final receipt and payment by filling the related information in the Procurement tracker.
• Support the development of purchase agreements with suppliers for regularly used goods and services and track such agreements by monitoring upcoming expiry dates and consumption as per DRC operating handbook for the agreements to be re-tendered.
• Assist in an internal and external audit ensuring required information and documents requested are ready for submission to auditors by making sure that all supporting docs are archived digitally after the procurement is completed.
• Prepare the relevant documents for the procurement of goods and services either offline or online using the ERP System
• Participate in the joint verification of procured goods and equipment to ascertain the items conformity to Technical Specifications and Quantities
• Follow-up with finance making sure the payment is finalized for each purchase request.

Warehouse:

• Assist in Oversee the warehouse operations in Tripoli Office. Control storage, movement and receipts/issue of inventory as per DRC's procedure and warehouse operations handbook.
• Assist in Implementing the monitoring of stock management systems, including implementation Physical of stock cards and bin cards, as well as regular tracking of receipt and dispatch of items as per operations handbook.
• Update the Inventory stock report immediately after the dispatch of items from the warehouse ensuring all the information are filled PO Number, etc..
• Undertake the Physical stock count in the warehouse regularly to ensure that stock record is accurate.
• Ensure the correctness of documents, such as Incoming/Outgoing Shipment reports, Waybills, GRNs (if requested), Inspection. And ensure they are finalized and delivered to DRC office
• Control the storage conditions (general condition and cleanness, etc.)

Assets:

• Ensure all assets have service/maintenance records and where necessary that assets are disposed of according to DRC guidelines and local laws.
• Ensure all DRC purchased and contracted assets are labeled, registered, tracked, maintained, stored/used and disposed of in line with DRC asset management policies in addition registering the Assets in Dynamics.
• Issue the Asset receipt forms for all staff ahead of handing over in any assets, making sure the fully signed version is archived.
• Assist in Conducting physical asset verification to match the data found in the ERP system.

Fleet Management

• Ensure that daily transport is organized, and the driver is assigned based on the requests received.
• Ensure that all rented Vehicle are in good condition and up to standard.
• Fleet Procurement issued the purchase order for all rented vehicle.
• Ensure that office vehicles (both DRC and rented) are checked daily and roadworthy before any assignment.
• Place logbook for each vehicle and monitor records for accuracy and completeness also, ensure that all DRC Owned and rented vehicle paperwork is renewed and up to date.
• Ensure that the DRC vehicles are serviced at the due date and preventive maintenance is adhered to.
• Ensure that the vehicles have the necessary emergency equipment (Spare wheel, jack, wheel spanner, fire extinguisher, first aid kit etc.)
• Proper filing of all fleet documents i.e. drivers docs, maintenance records, fuel reconciliation, insurance docs, log sheets and log books etc., monthly reports
• Any other task assigned to you by your line manager.

About you

To be successful in this role we expect you to

• At least, Diploma or equivalent professional qualification in logistic, business administrative or equivalent.
• Minimum 1 year of experience in Logistics and Procurement.
• Very good skills MS Word, Excel, Outlook, Power point
• Excellent interpersonal and team skills.
• Commitment to humanitarian principles and values.
• Result oriented, and problem-solving skills;
• fluency in Arabic and English are mandatory.

Desirable

• Previous experience with INGOs.
• Certificate in Humanitarian Logistics and/or Procurement would be an advantage.

In this position, you are expected to demonstrate DRC’ 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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: 5 months

Band: I

Designation of Duty Station: Tripoli, Libya

Start date: ASAP.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. A****pplications sent by email will not be considered.

Closing date for applications: 08 January 2024.

For further information about the Danish Refugee Council, please consult our website drc.ngo.