Supply Chain Officer

Contract

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

Call for Emergency Employment - Supply Chain Officer Procurement

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for emergency employee as Supply Chain Officer – Procurement.

About the Job

Responsible for Supply Chain (Procurement of goods/services, Logistics, Asset, Inventory, Warehouse and Fleet management. Provision of general support to the Program for Supply Chain related issues as well as to coordinate the procurement for all partners in DRC Turkey in compliance with donor and DRC rules and regulations; oversee the procurement activities of the partners and to build the capacity of partner organization staff.

Geographic scope: Country (Turkey - Gaziantep): This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities. This role will be based in DRC office in Gaziantep with regular visits to DRC Partners’ premises in Turkey and DRC Turkey field operations.

Duties and Responsibilities****:

Support & Administration

• Ensuring all the procurement processes are in line with DRC Operations Handbook
• Effective and efficient support to programs’ needs related to Supply Chain.
• Effective maintaining the master asset database and coordinate with field offices about the assets and GPEs are tracked and physical counts are made and the lists are updated every 6 months and reported to Country Office.
• Provision of weekly and monthly activity reports to Supply Chain Coordinator
• Effective warehouse management, including reporting and alert mechanism to Program
• Assist in recruitment, training and capacity building of field Supply Chain team
• Support Supply Chain Coordinator in preparation of ITB/ RFP tenders and coordinate with requesting program where necessary
• Ensure the new staff is inducted about the SC policies and SoPs as well as the Dynamics implementation
• Facilitate and attend the panel interviews with program for the provision of consultancy services
• Effective communication with Program staff on daily SC activities
• Establish effective procurement processes for daily support of Program needs
• Based on Program needs, maintain and implement Procurement plan
• Provision of effective tracking mechanism in procurement
• Ensure that all Supply Chain specific donor requirements and policies are understood and respected provision of effective Fleet Management to the country operations
• Optimize Supply Chain processes in order to assure the cost effectiveness by setting up long term agreements
• Provide Fixed asset management support
• Ensure DRC supplier due diligence is effective in the relevant context
• Correctly apply ERP supply chain processes
• Maintain the monthly P2P workflow reports and provide monthly reports to Finance to follow up the status.

Partner Procurement Management

• Coordinate the procurement for all partners in Turkey above the $10K threshold; oversee the procurement activities of the DRC partners
• Provide technical support on the Partners’ Procurement and Logistics staff and provide them with instructions and guidance for follow up with DRC Partners to ensure that the procurement process and logistics arrangement is in line with the respective DRC’ Procurement policy and the donor regulations;
• Support the partners to enhance internal control and procedures for better procurement management;
• Support the partners in the procurement planning process which assumes market analysis and vendor profiling;
• Review and participate in the procurement process, for any request having a value of DKK 10,000 and above that are planned or are initiated by the Partner to ensure that the processes of Request for Quotation (RFQ) – Request for Proposal (RFP) review and selection of offers and contracting of the vendors is done according to the standard procedures;
• Ensure effective lines of communication between the Project/Program Managers and the partners’ procurement team to ensure priority requirements, timely delivery of goods, works and services using the DRC and donor procurement procedures and guidelines:
• Ensure full compliance of procurement activities with the DRC’s Procurement Manual, Donor’s Regulations;
• Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements for all procurement and logistics functions of the respective partners;
• Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors, performance evaluation and risk assessment for all partner’s procurement done within Turkey above the DKK 10,000 threshold;
• Ensure Partners’ timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, RFP, receipt of quotations, bids and proposals, evaluation and negotiation of certain conditions of contracts in full compliance with DRC Procurement Policy & Procedures;
• Review the tender documents (RFQ-RFP), ensuring that the selection and evaluation criteria (administrative – technical - financial) well set in the respective tender;
• Review Comprehensive Tender Report (CTR), ensuring that the products or services are of high quality with reasonable prices including the preparation of a clear justification for vendor selection which needs to be in line with the selection and evaluation criteria set in the solicitation documents;
• Lead the establishment and management of professional procurement services through Framework Agreement;
• Review respective partners’ monthly and quarterly procurement status report for all purchases and share Offline Report with Supply Chain Coordinator and respective SMT members;
• Promote a zero-tolerance for violations of procurement policies and procedures;
• Coordinate with various teams on the delivery schedule, payment approvals and vendor payments to avoid any unnecessary delays;
• Pro-actively inform DRC’s management of any potential risk at the Partner’s level that are within the scope of procurement.

Partner Staff Capacity Building

• Work with the partner organizations on procurement that is conducted throughout the procurement cycle;
• Attend kick-off meetings for new projects and conduct orientation session for new partners to share in detail DRC’s procurement and logistics policies and procedures including donor regulations;
• Conduct regular logistics and procurement trainings or refresher sessions on procurement management, asset management and warehouse and inventory management.
• Assist in assessing organizational capacities in procurement of current and new partners and developing tailored capacity building plans in coordination with Supply Chain Coordinator.
• Act as focal point for day to day inquiries and capacity building requests related to procurement raised by partner organizations.
• Manage the procurement external trainings for partner organizations.
• Archiving Procurement documents and Audit Response:
• Ensure that all partner procurement related documents are filed/kept by partners in an orderly fashion and are easy to access for future reference and audit reviews;
• Inform all partners and DRC’s procurement in a timely manner, of any donor and DRC updates relating to procurement and logistics;
• Work closely with all staff and maintain professional relationship with partner’s colleagues;
• Prepare proper audit responses and clarification on issues raised by auditors and provide all necessary supporting documentation;
• Arrange meetings with partner’s staff to discuss and resolve any issues in the procurement process.

About you

To be successful in this role, you must have a relevant university degree in Logistics and/or Supply Chain Management or equivalent professional qualification.

Moreover, we also expect the following:

Required qualifications

• Minimum 2 years of experience in humanitarian logistics, procurement, transport and distribution, warehousing, and stock management
• Good understanding of public procurement rules and regulations
• Excellent skill in MS Word, Excel, and PowerPoint
• Advanced English proficiency
• Fluency in local language: Turkish, English or Arabic

This role may require long or flexible working hours at times

All DRC roles require the post-holder to master DRC’s 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: 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.

We offer

Contract length: 3-6 Months

Designation of Duty Station: Gaziantep

Start date: Immediately

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Nationals.

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: 26.02.2023

Applications will be reviewed on a rolling basis, DRC reserves the right of conducting tests and interviews before the closing date, and can close the advertisement earlier in case of finding a suitable candidate.

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