Supply Chain Assistant (Fixed Asset Management)

Contract

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

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations. DRC has been operating in Ukraine since 2014, currently DRC employs over 250 staff in Ukraine and will continue significant scale-up in 2022 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a Supply Chain Assistant for its activities in Kyiv

This position will report to the Supply Chain Team Leader.

Overall purpose of the role:

Responsible for general fixed asset management in DRC Ukraine operation, provide support across country operations, and general supply chain support to the program.

As a Supply Chain Assistant for Fixed Assets, you will play a crucial role in managing the fixed asset management across country operation. The responsibilities will include coordinating with area asset focal points and ensuring accurate asset records, and supporting the overall supply chain management process. You will collaborate closely with cross-functional teams, including finance, operations, and facilities, to optimize asset utilization and streamline supply chain operations.

Key Responsibilities:

1. Fixed Asset Procurement: Assist in the procurement process for acquiring fixed assets, preparation of the PR on DRC Dynamics (ERP system).
2. Fixed Asset Management: Monitor and maintain accurate records of fixed assets inventory, conducting periodic audits, and reconciling discrepancies. The position will be based in Kyiv country office and responsible for all fixed asset physical count & reconciliation and tagging, issuing Asset Issue & Return Form to the custodian and updating online FA master data tracker and DRC Dynamics data.

Coordination with Area Offices: The position will also coordinate with Area Offices focal points in Lviv, Chernihiv, Dnipro and Mykolaiv and make sure the area offices are updating online FA master data tracker and inform CO FA focal point regarding any update on monthly basis.

DRC Dynamics: This position is the main and only responsible for the DRC Dynamics entries and updates such as: Checking the Dynamics BI reports weekly basis and acquire all fixed assets which are not acquired on the DRC Dynamics system, enter FA manually if needed, updating physical inventory date (after each physical count), updating FA as Tagged(after physically tagged), loaning FA to employees and projects, transferring the FA on closed projects to the active projects, assign each FA under an active project, splitting the FA on bulk and enter all mandatory data, fill the missing mandatory data of each FA and amend the existing information where needed.

1. Asset Disposal: Coordinate the disposal (scrap/ lost) in compliance with DRC policies and procedures.
2. Asset Documentation and Records: Maintain complete and up-to-date documentation of all fixed assets, including purchase orders, invoices, warranties, and maintenance records.
3. Supply Chain Optimization: Identify opportunities to optimize supply chain processes related to fixed assets, such as implementing inventory management systems or streamlining asset tracking procedures.
4. Reporting and Analysis: Generate reports on fixed asset on DRC Dynamics to support decision-making and identify areas for improvement.
5. Cross-functional Collaboration: Collaborate with finance, operations, and facilities teams to ensure alignment on asset management strategies, budgeting, and maintenance activities.
6. Compliance and Regulations: Stay up-to-date with relevant regulations and compliance requirements related to fixed assets and ensure adherence to DRC and donor policies.
7. Continuous Improvement: Proactively seek opportunities to enhance supply chain efficiency, support on procurement on goods and services if needed

Required experience and competencies:

• Minimum 1 year of relevant work experience.
• Experience in administrative tasks, including filing systems.
• Experience in fixed asset management in interdepartmental contexts.
• Prior experience in supply chain management, procurement, or inventory management, with a focus on fixed assets, is preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and prioritize effectively.
• Excellent communication and interpersonal skills to collaborate with internal stakeholders and external vendors.
• Proficient in using inventory management or enterprise resource planning (ERP) systems.
• Analytical mindset and ability to leverage data to drive insights and make informed decisions.
• Knowledge of supply chain best practices, industry trends, and regulatory requirements.
• Familiarity with financial concepts related to asset management, such as depreciation and cost analysis, is a plus.

• Strong problem-solving abilities and the capacity to work independently or as part of a team.

• Following humanitarian principles, donors’ and DRC regulations, and legislation for the benefit of beneficiaries;

• Keep the trackers and records accurate and timely (not later than five business days) updated;
• Preferably minimum 1 year of relevant work experience.
• Experience in administrative tasks, including filing systems.
• Good IT skills, good Microsoft Office Programs skills including experience in operating an ERP supply chain system.
• Bachelor's degree in supply chain management, logistics, business administration, or a related field (or equivalent experience).

We offer:

• Contract length: 3months extended upon satisfactory performance
• Level: I
• Designation of Duty Station: Kyiv
• Start date: As soon as possible.
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process:

All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications sent by email will not be considered.

Closing date for applications: 16 July 2023