Supply Chain Manager

Contract

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

The overall purpose of the role

The Supply Chain Manager has the overall responsibility for leading, coordinating, and overseeing the provision of effective and timely procurement and logistics support to all DRC programs in relation to procurement, stock management, assets, fleet management, and communications in Somalia.

Specific to logistics and procurement, the Supply Chain Manager, will provide technical support to logistics staff, continuously review and improve systems and documentation, promote high-quality standards, lead in procurement processes and provide the country-wide perspective on logistics oversight, and contribute to the country operations strategy.

Under the line management of the Head of Support Services (HoSS), the Supply Chain Manager will work closely with the Area Managers, Country Program Coordinators, Head of Safety, SMT, Region, and HQ to ensure streamlined SC work processes and efficiency.

Responsibilities

Procurement/Supply Management

• Support the management and tracking of project orders in the DRC Dynamics.
• Assist in developing an efficient and effective supply chain; keep an updated database of local suppliers and prices of frequently needed goods and services; where necessary.
• Carry out extensive supplier and market reviews/assessments and maintain a preferred supplier list, where possible.
• Support program teams in the development of procurement plans.
• Organize, plan, and prioritize project supply needs - ensuring efficient and timely delivery to point of distribution as necessary.
• Ensure compliance with donor requirements, rules, and regulations relating to logistics, particularly about local procurement and anti-corruption measures.
• Uphold and promote understanding of the DRC’s procurement policy. Provide training and briefings for all field staff, both national and international, ensuring that staff understand and apply the DRC/Donor procurement guidelines, monthly procurement trackers, and procurement tables in a timely manner.
• Lead tender committee processes for large procurements as per the Country Supply Chain Workflow and ensure all tenders are reviewed by Country Supply Chain staff before the awarding of contracts.
• Review and improve procurement documentation, building the capacity of local supply chain staff to record and file complex procurement processes.
• Ensures awareness of the correct procurement threshold and that the teams in all areas adhere to the procurement threshold issued by DRC EAGL.
• Compile Country Procurement Plans and supervise/monitor the procurement timelines that are adhered to per the plan.
• Compile monthly procurement status reports/tracker and share them with HoSS for management information/support.
• Perform regular internal audits and review as required with direction from the Head of Support to ensure compliance with DRC and donor requirements.
• Technical lead for Supply Chain module in DRC Dynamics [ERP system] and support Supply Chain staff, Area office Supply Chain staff, and other staff as well as Technical Managers including providing regular refresher training.
• Support the operation to conduct and conclude Frame-Work Agreements for all items as per DRC procurement guidelines.

Warehouse Management

• Support effective warehouse management by the DRC Operations Handbook and/or donor requirements.
• Support the security of stock through the implementation of effective controls and do spot checks in warehouses during field visits.
• Submit timely and accurate stock reports through DRC Dynamics.
• Strengthen staff capacity and warehouse management processes.
• Investigate all stock discrepancies and provide a report of the procedure and findings.
• Organize disposal of old stock and assets as per DRC/Donor guidelines.

Assets and Premises Management

• Ensure all required and available communication equipment are installed and working and functioning properly; supporting regular maintenance in consultation with the Base Managers and the Head of Support Services.
• Train staff on the use of communication equipment and communication protocols.
• Ensure that the Fixed Asset Register (FAR) is updated and verified quarterly in Dynamics and copied to the Head of Support Services.
• Support and lead Regular Asset verification process in all offices, Assets are tagged, and ensure the assets are included in the Asset list and signed by Area Managers.
• Ensure that all procedures and documents pertaining to Asset Management as per the DRC Operations handbook are in place and being followed.
• Ensure donation certificates with the recipient’s signature are obtained and filed for all assets and equipment donated to beneficiaries/partner groups or received from donors.
• Oversee CO archiving and ensure asset disposal mechanisms are in place.

Transport/Fleet management

• Ensure a robust maintenance system for both owned and rented vehicles is in place and that maintenance works are property documented.
• Ensure a well-maintained and functional transport fleet for staff and material needs, including vehicle allocation in Somalia.
• Ensure B6 specialized training for drivers
• Review monthly transport reports and monitor fuel/Maintenance consumption/Performance.
• Monitor the maintenance conducted on DRC-owned vehicles by external service providers.
• Effectively convey procurement and logistics procedures to staff and supervise their implementation.
• Build staff capacity in logistics management, through direct training, on-the-job coaching, and seeking opportunities for external training where appropriate.
• Facilitate and promote effective communication and coordination mechanisms between logistics staff and other departments
• Support DRC’s global understanding and learning of logistics good practices through sharing and exchange of tools
• Design logistics induction for newcomers, and partners and conduct it whenever possible.

Management / Capacity Building

• Participate in the capacity building of local partner(s) for logistics management
• Assist the Head of Support and work with the Area Logistics to ensure that recommendation on various Supply Chain audit reports recommendations are accomplished including Self Compliance check action points.
• Support the Area Offices in the recruitment of Supply Chain staff.
• Perform regular internal audits and review as required with direction from the Head of Support to ensure compliance with DRC and donor requirements and develop an action plan for the different teams based on diagnosis outcome.
• Responsible to ensure that recommendations for improvements related to the Supply Chain Components (e.g. from audits) are implemented promptly.
• Ensure all tools as per Operations Handbook are standardized & Supply Chain processes are streamlined within Somalia offices.

General/Other

• Oversee the observance of the DRC Code of Conduct within the procurement and logistics department, ensure that logistics staff fully understand what corruption is, and are trained at least once a year on the detail of the Code of Conduct and anti-corruption measures.
• Ensure that all suppliers and logistics staff are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct.
• Represent DRC at Logistics Cluster Meetings.
• Provide input for project proposals and budgets as requested.
• Consult the Regional Supply Chain Manager on High-Value procurements and exceptions to policy issues.
• Timely Monthly Reporting of APIs and Results contract.
• Assist the Head of Support and work with the Area Logistics to ensure that recommendation on various Supply Chain audit reports recommendations are accomplished including Self Compliance check action points.
• Managing the performance of for Supply Chain team by setting performance objectives in close consultation with the Area Manager & Technical Managers as the technical supervisor.
• Support the Audit Focal Point to review all procurement documents as per the Audit Checklist before submission to the auditors.
• Responsible to ensure that all allegations of breaches of the Code of Conduct by staff in the Supply Chain teams of Somalia are reported and with the support of the Head of Support Services and Risk & Compliance, investigated and concluded swiftly.

About you

In this position, you are expected to demonstrate DRC’s 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 act in line with our vision and values.

Qualifications and Experience

• In-depth knowledge of field Logistics, including procurement systems, fleet management, warehousing, and distribution. Proven capacity-building ability, including training, coaching, and mentoring staff.
• A University degree in a relevant discipline and a minimum of 5 years of experience working as a senior Supply Chain Manager in complex humanitarian contexts and knowledge of Supply Chain management systems and approaches by INGOs
• Strong self-starter, able to take initiative.
• Hands-on experience/skills in MS Excel.
• Experience in Microsoft Dynamics 365 will be an advantage.
• Familiarity with requirements of key humanitarian donors and capacity to work in a multi-donor environment, including UNHCR, UNICEF, EU/ ECHO, SHF/OCHA, SIDA, DFID, USAID, DANIDA, WFP among others.
• Excellent coordination and interpersonal skills with the ability to communicate and negotiate clearly and effectively at all levels within and outside the organization.
• Flexibility, reliability, cultural sensitivity, resilience, and resourcefulness
• Ability to cope with stress, to work under pressure in often strict deadlines.
• Ability to work on own initiative and in a team
• Willingness to travel extensively across different offices in Somalia.
• Excellent knowledge of Microsoft Office and experience using an integrated Enterprise Resource Planning (ERP) system.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Strong results orientation, with the ability to challenge existing mindsets.
• Experience in solving complex issues through analysis, the definition of a clear way forward, and ensuring buy-in.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision.
• Commitment to DRC values, including willingness to abide by the Code of Conduct

Desirable:

• Ability to prepare basic training modules on Supply Chain and conduct training.
• Experience working for INGOs in Somalia/East Africa and Great Lakes, a plus.
• Experience in Procurement and Logistics and Somalia Government Procurement Laws.

Conditions

Contract: 1 Year with the possibility of extension, subject to funding and performance. Salary and other conditions are offered by DRC’s Terms of Employment; Employment band -Management F1

Availability: 1st September 2023

Duty station: This position is based in Mogadishu- Somalia with frequent travel to all DRC operational offices 40%.

Direct Reports: Country Supply Chain Coordinator, Country Supply Chain Specialist, Country Supply Chain Officer, and Interns.

Reporting Line: Head of Support Services

Providing equal opportunities, we are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards: DRC’s capacity to ensure the protection of and assistance to refugees, IDP, and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct about DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse, and harassment. DRC conducts thorough background checks as part of the recruitment process

Application and CV

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

Qualified Female candidates highly encouraged to apply

DRC only accepts applications sent via our online application form on www.drc.ngo under Vacancies.

Please submit your application and CV in English no later than 6th August 2023.