Supply Chain Officer - Danish Refugee Council NGO Jobs in Mandera Kenya
Supply Chain Officer - Danish Refugee Council NGO Jobs in Mandera Kenya
About DRC DRC began operating in Kenya in 2005 with assistance to refugees and displacement-affected communities via implementation of protection and livelihoods activities.
DRC works in Dadaab and Kakuma refugee camps, as well as in Nairobi and Mombasa to assist urban-based refugees, and in Mandera County implementing a 3-year cross-border resilience programme.
In Kakuma, DRC’s programme supports refugee youth and adolescents with life skills, resilience, training and scholarships alongside livelihood and vocational skills development.
DRC has recently acquired implementing partner status of UNHCR and will be implementing protection related activities in Kalobeyei camp – which is a new camp opened near the Kakuma refugee camp.
Overall purpose of the role:
The Supply Chain Officer is responsible for all the procurement and logistic functions of DRC in the Mandera program. The job holder will ensure that all procurement is done according to rules and standards related to the respective donors and in compliance with DRC guidelines.
Main responsibilities and tasks:
Procurement:
Develop, in collaboration with the rest of the project officers and Project Coordinators, a coherent procurement strategy that takes into consideration DRC’s Procurement Policy, as per donor requirements, project duration and needs, lead time and delivery constraints.
Maintain a high quality, Mandera field procurement system, which is accountable, transparent and compliant with DRC’s Procurement Policy and donor requirements.
Ensure active monitoring of the purchasing process including overseeing local customs clearance of imports, until delivery of the goods and the official handover of items against signature of receipt.
Ensure that the filing system to record and archive all procurements is rigorously maintained.
Ensure the maintenance of a supplier database and develop robust local supplier relationships.
Ensure effective and efficient links with DRC’s Regional Logistics Manager for all logistical matters.
Ensure transparency and accountability in all procurement and logistics activities are followed in field by staff you are supervising.
Ensure systems mitigate risks from corruption and insecurity.
Carry out in a timely manner the actual procurement for the Mandera Office
Prepare invitation for bidders and attend procurement meetings.
Ensure that the procurement committee is according to DRC and donor guidelines
Liaise with the Supply Chain Officer in Nairobi on pre-qualification of suppliers
Inventory Management:
Ensure weekly/monthly inventory activities are reported to admin coordinator.
Submit written monthly reports as required to admin coordinator.
Ensure that DRC warehouses are managed according to DRC warehouse standards and records are kept for audit.
Make periodic random checks during loading/unloading operations to ensure that commodities carried by the trucks conform to the quality record on the truck waybill and ensure the GRN and stock card are raised and report submitted to programs heads.
Ensure that all allocated non-food items are dispatched as per the distribution plans.
Identify alternate warehouse facilities in times of emergency or unforeseen reasons.
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
Maintain control and accountability of all stock, monitoring storage, request and issuance in accordance with DRC’s Warehouse Management Guidelines.
Ensure appropriate documentation on the logistics operations (waybills, writing off of redundant stocks are reported for disposal etc)
Conduct physical stock checks periodically and investigates discrepancies.
Ensure the warehouse is clean and free from pests.
Ensure 100% security of the warehouses and commodities.
Fleet Management:
Vehicle fleet management, including ensuring safety and standard of vehicles, management of vehicle running logs, booking and assignment of transport
Monitor
the Mandera program fleet to ensure optimal use, which includes service and maintenance etc. Ensure that logbooks are always filled in and maintain an updated overview of expenses for each vehicle
Ensure regular review for the Mandera program vehicles on fuel consumption, spare parts usage, insurance requirements and safety standards
Ensuring vehicle fleet management complies with DRC standards through appropriate allocation and safe use of vehicles and servicing and maintenance schedules are adhered to throughout the programme
Ensure safe operation of the fleet through driver selection and training, quality maintenance to include routine checks and regular service and establishing / enforcing local fleet operating procedures.
Ensure appropriate use of the vehicle by all staff (e.g. use of seatbelts, adherence to speed limits, vehicle booking process and movement monitoring system.
Report monthly on fleet management according to DRC’s Logistics Reporting policy.
Ensure appropriate provision of servicing facilities and management of spare parts.
Asset Management:
Responsible for overseeing and monitoring assets/inventories in the DRC Mandera office
Ensure appropriate documentation of all assets in the field and report any damage.
Constantly monitor that all are tagged, recorded and reported to management in accordance of DRC’s guidelines.
Liaise with the Security Officer and the HR/Administration assistant to ensure that the security of DRC compound is enhanced/maintained.
About you:
The position holder must be a resident of Mandera County
Education:
Degree in Business Administration or Purchasing and Supplies.
Experience and technical competencies:
Key Technical Competencies:
At least 3 years work experience in a logistics/procurement officer capacity in a busy environment
Previous experience in a supervisory capacity in a multicultural environment
High integrity, proactive, stable, robust character and a good team player
Excellent communication skills
Excellent analytical and negotiation skills
Prior experience working with NGOs and understanding of budgets, procurement procedures
Proven commitment to accountability practices
Proficiency in common computer packages and software i.e. Word, Excel, Power point etc.
Languages:
Somali-Native
English-Fluent
Kiswahili-Fluent
Arabic-Basic
DRC core competencies
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 act in line with our vision and values.
General Commitments:
DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments.
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.
How to apply
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 online under Vacancies.
Please remember to upload both a letter of application and your CV and do not attach any written recommendations. Application and CV should be submitted in English not later than 17th October 2018.
For more information and job application details, see; Supply Chain Officer - Danish Refugee Council NGO Jobs in Mandera Kenya
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