About the Organization
The Danish Refugee Council (DRC) is a humanitarian organization committed to supporting displaced persons and vulnerable communities. DRC implements country strategies through field office operations, ensuring compliance with its procedures and guidelines.
Job Summary
This role has a Field Office focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the implementation of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to the field Office operation while overseeing country activities.
Key Responsibilities
Generic responsibilities
Ensuring all the SC/Logistics processes are in line with DRC Operations Handbook. (P2P, Assets/GPEs, stocks, Fleet, Generators) etc.…
Effective and efficient support to programs’ needs.
Establish and maintain good contacts with suppliers, government offices, and other NGOs with regards to SC matters.
Ensuring that an effective and efficient transport system is in place to support the programs
Ensuring that all generators in the Area office are well managed, monitor and service on time
Ensuring that all stocks in the Area office are accounted for and well managed
Ensure proper filing system of all SC documents
Procurement:
To manage all procurement activities at the Area office (P2P) goods, service, work within the approved threshold.
Implement the procurement plans.
To run the procurement process for the Area office requests and ensure it is compliant with DRC and donors’ regulations.
Ensure that there is a tracker to capture all requests for (RFQ, LVP, Cash, Payments, etc.…) and share with the relevant manager and TLs on weekly basis.
Participate in the BFUs meetings and provide updates to the budget holders on timely and accurate manner.
Ensure that accurate filing systems, with documented and supported records of supply chain activities are kept in the folders and uploaded on the SC share points for control or audit purposes.
Timely process the payments for all completed good, service, work and send to Finance for payment.
Ensure that logistics system in the Area is robust and flexible enough to cope with the support in case of an increase in the program activities.
To perform Market survey on regular basis to analyze the trend and ensure that DRC gets the best value for money
Asset Management
Ensure proper recording and updating of Fixed Asset register and ensure the appropriate tagging is performed for each item Asset/GPE accordingly.
Ensure physical count of assets/GPE is conducted on time as per DRC SOP.
Provides a monthly report on the asset condition that include disposal plans, transfer, and donation reports in the line with DRC Asset HB and the country SOP
Warehouse Management
Ensure proper implementation of the warehouse management in accordance with warehouse management SOP and procedures. (Stock management, Bin & Stock Cards, release of goods is approved, use of Waybill, if necessary, PRV or GRN) are in place.
Ensure that procured goods are received and meets the PO specifications
Ensure timely dispatch of materials
Schedule and coordinate mid-Year and Year-end inventories are performed
Share with relevant manager and TLs the weekly stock report
To report in monthly basis, the warehouse movement and provide suggestions when require.
Fleet/ generator management:
Ensure proper implementation of the fleet management in accordance with fleet management policies and procedures of DRC.
Ensure weekly movement plans are in place and used daily in fleet management to support the Area office teams.
Maintain good records for rented vehicles such as driving and vehicles license, logbook, fuel consumption, insurance, etc.
To report in monthly basis the fleet/ generator reports and provide proposals for cost reduction if necessary.
Oversee fleet and generator running cost such fuel consumption, purchase and tracking and propose cost reduction.
Communication
Maintain a regular communication channel between the supply chain and other program team on related matters for effective and efficient support.
Administration:
Oversee administration tasks related to office management.
Coordinate the organization of field visits for external visitors in terms of accommodation and transport
Act as a focal point for the administration of contract agreements & liaise with lessors at the base office
Ensure that onboarding and exit procedures are done for all staff in coordination with the Logistics and Safety Department.
Ensure office monthly utility payments are paid on time.
Ensure the office is always cleaned and suitable for working.
Ensure office cleaning and consumable supplies are purchased on time in coordination with the supply chain department.
Required Qualifications
Experience and technical competencies
3 years’ experience for Diploma or above 2-year experience for BA holders
High integrity, pro-active, stable, robust character and a good team-player
Excellent communication skills
Excellent analytical and negotiation skills
Experience in working in NGOs
Proven commitment to accountability practices.
Knowledge of computers: word processing, database management packages.
EDUCATION: (include certificates, licenses, etc.)
BA in Business Adminstration, Supplies Management, Management or other relevant business fields..
LANGUAGE:
(indicate Fluency level)
Fluent spoken and written and spoken English.
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.
Required Skills and Competencies
High integrity, pro-active, stable, robust character and a good team-player
Excellent communication skills
Excellent analytical and negotiation skills
Experience in working in NGOs
Proven commitment to accountability practices.
Knowledge of computers: word processing, database management packages.