Supply Chain Officer

Contract

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

About DRC The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in more than 35 countries around the world. DRC is one of the largest protection actors in Kenya, actively coordinating and advocating for improving the protective environment for refugees and host communities. DRC implements Protection monitoring, Child Protection and GBV prevention and response programmes in its areas of operation to address protection issues faced by displaced and non-displaced at-risk groups and individuals. The programme also aims to identify and build synergies with DRC´s Economic Recovery sector to facilitate durable solutions and Humanitarian Disarmament & Peace Building activities to enhance to respond to the needs of communities affected by acute crisis as well as those in protracted displacement situations.

Overall purpose of the role: The Supply Chain Officer main objective is to provide efficient and effective procurement implementation and smooth running of procurement, asset and inventory management operations according to DRC’s internal and donor procedures, as per the Operations Handbook prescribed Quality Standards.

Duties & Responsibilities: Responsibilities: Procurement

• Carries out procurement in compliance with DRC and relevant external rules/regulations in a timely manner with a value-for-money lens and with a high level of integrity; ensuring all procurements are thoroughly documented and properly archived and that items are received in good time and meet requestor specification
• Execute purchase requisitions by sending request for quotations, receiving bids, analyzing and raising of purchase orders and/or preparing service contracts and follow up on deliveries of orders with suppliers
• Ensure that the physical and electronic filing/archiving of all procurements is properly maintained.
• Ensure close tracking of all service contracts issued by the country programme including office/compound lease agreements, security services contracts, Internet Service Providers, Vehicle & Asset Insurances
• Manages all import/export issues; ensures lessons and feedback from procurements are documented and acted on.
• Support in the analysis of market prices for establishment of the Kenya Program Price List
• Support in ensuring documented adherence to procurement plans in assigned DRC KE locations in close liaison with relevant managers
• Assist in reviewing payment documents, raising and processing payment requests of procurements for assigned locations
• Take lead in sharing Procurement Status Report (PSR) for assigned locations referencing DRC Dynamics PowerBi and other related procurement reports

Asset & Inventory Management

• Ensures DRC stores/warehouses and stock in assigned locations are managed according to DRC policies and items are disposed of as per DRC and donor rules/regulations.
• Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner.
• Ensure that the filing system of records of all stock movements are documented for rigorous archiving when required for audit
• Conduct physical stock checks periodically in assigned locations and liaise with responsible SC officer to investigates discrepancies.
• Support the establishment/decommissioning of DRC warehouses; ensures adherence to warehouse safety standards including insurance.
• Support in receiving in-transit supplies from vendors and raise relevant documents, check and count incoming stock and reconcile it with requisitions and purchase orders before dispatching to the relevant field offices
• Responsible for accurate assets registration, tracking, tagging, and archiving of asset lists/registers and in DRC Dynamics
• In collaboration with field based SCOs, ensure appropriate documentation of all assets in the field and report any damage.
• Bi-annually, conduct a physical verification of all assets in the Assets Register to ensure that all asset inventory is tagged, recorded and reported to management in accordance with DRC’s guidelines.
• Oversees repair/maintenance of office assets, equipment and machines as needed.
• Any other duties as agreed with the HoSS

Experience and technical competencies:

• At least 5 years of experience in humanitarian Logistics/Supply Chain management
• Proven experience supporting the implementation of large-scale programs in INGOs.
• High integrity, pro-active, stable, robust character and a good team-player
• Highly motivated, results-oriented, and with well-developed problem-solving skills
• Ability to cope with heavy workloads and to work under pressure to meet tight deadlines
• Excellent communication skills
• Excellent analytical and negotiation skills
• Proven commitment to accountability practices
• Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
• Experience working with ERP systems will be an added advantage

Education

• Degree in Business Management/Administration/Supply Chain or Procurement management.
• CIPS certification is considered an asset

Language:

• Fluency in written and spoken English and Kiswahili

Key stakeholders:

• Internal: Programmes units, HR department, Finance department, Regional Office & HQ
• External:Suppliers, NGOs, Beneficiaries, Donors,

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.

Conditions

• Contract: One-year contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment.
• Availability: September, 2023
• Duty station: Nairobi, with frequent travel to field offices within Kenya.

Application and CV: Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered. DRC only accepts applications sent via our online-application form on www.drc.ngo under Vacancies. Please remember to upload both a letter of application and your CV and do not attach any written recommendations. Please submit your application and CV in English no later than 19th July, 2023 Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, Female candidates and are strongly encouraged to apply.

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, color, race, marital status or other protected characteristics. DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process. Visit drc.ngo to read more about what we do to secure robust safeguarding mechanisms. If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.