Title: Supply Chain Officer – Procurement (Re-Advertised)

Location:  Addis Ababa

Employment Category:  H1

Reporting To: Support Services Manager

Direct Reports: N/A

Start of Contract & Duration:  12 Months

Posting date: March 12, 2020

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

PROJECT BACKGROUND

The Danish Refugee Council (DRC) is leading an international consortium to deliver a £21 million program to protect would-be migrants and refugees from unsafe irregular migration through and from Ethiopia Amhara and Tigray regions of Ethiopia as well as Djibouti.  The 4-year program, funded by the Department for International Development, UK (DFID, UK), will address the barriers to reducing unsafe irregular migration from Ethiopia and ultimately reducing unsafe regular migration through and from Ethiopia, taking into consideration attention to the most vulnerable group -- women, girls and unaccompanied irregular migrants -- and coordination with key stakeholders.  The program is anticipated to be innovative, cross-sectoral and solutions-oriented with strong emphasis on research, learning and adaptive management.

OVERALL PURPOSE OF THE ROLE:

The Supply Chain Officer is responsible for all the procurement and logistic functions of DRC for the Addis Ababa DFID Project. 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. 

RESPONSIBILITIES

Procurement

• Ensuring all procurement processes are in line with DRC Operations Handbook and that processes are done in DRC Dynamics in real time,
• Ensure suppliers are vetted according to DRC policies and an updated supplier database exists with comments on performance and contract tracking.
• Following up on procurement planning in coordination with Program staff;
• Advising Programme colleagues and beneficiaries/partners on the appropriate procedure to follow for a given procurement need;
• Managing dissemination of invitations to bid (including requests for quotation, single quote procedures, etc.), and lead the evaluation of received bids;
• Ensuring the correct closure of each procurement procedure by making sure the relevant completion/handover certificate is filled out;
• Managing procurement files in accordance with DRC OH procedures and requirements;
• Managing relations with suppliers during the contract implementation period;
• Keeping updated with ongoing instructions and policy updates for supply chain posted on insite and/or communicated by Support Services Team Leader.

Logistics and Asset Management

• Vehicle fleet management, including ensuring safety and standard of vehicles, management of vehicle running logs, booking and assignment of transport 
• 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. 
• Ensure all DRC assets are registered, tracked, and maintained in line with DRC asset management policies, including maintenance of service/maintenance records and where necessary that assets are disposed of according to DRC guidelines and local laws.
• Engage in asset verification as monitoring of stock management systems, including implementation of stock cards and bin cards, as well as regular tracking of receipt and dispatch of items.
• Labelling new inventory items in real time in accordance with existing labelling systems;
• Ensuring assets/equipment handover to beneficiaries/partners takes place in accordance with DRC OH procedures and donor requirements;

Reporting:

• Draft regular reports such as warehouse stock report, fleet utilization report, and asset lists according to DRC’s internal templates and procedures, flagging issues and gaps as needed.

Experience and technical competencies:  

• Minimum of 2 year of relevant work experience, preferably with NGOs with 2 years of experience managing or coordinating teams.
• Experience and good understanding of supply chain management, HR management, experience in conducting administrative tasks, including set up of filing systems.
• Excellent IT skills, experience in operating an ERP supply chain system is an advantage.

Education: (include certificates, licenses etc.)

• Bachelor’s or Advanced Degree in Procurement or Supply Chain Management, or a relevant related field.

Languages: (indicate fluency level)

• Excellent English language skills both spoken and written.

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

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• 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: Acting in line with DRC's vision and values