Title: Supply Chain Coordinator

Location:  Addis Ababa

Reports to: Supply Chain Manager

Grade-G1

Start of Contract & Duration: Six Months

Posting date: September 4, 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.

OVERALL PURPOSE OF THE JOB

To implement Logistics, Fleet, Asset & Warehouse management & maintenance of properties   in accordance and compliance with DRC policies and procedures. Coordinate & administer rental vehicle & security guard services contracts.  To support and train to DRC Field Office supply chain personnel and processes in a roving capacity to ensure improved capacity building and performance is achieved.  

DUTIES AND RESPONSIBILITIES

Addis Ababa Country Office Level:

• Overall management of rental vehicle contracts, ensure vehicle inspections, proper insurance coverage and safe running conditions of all vehicles in Addis Ababa and at Field Office level (Gambella, Dollo Ado, Jigjiga, Shire, Dimma and Djibouti).
• Ensure appropriate fleet management processes are followed internally throughout the country program including vehicle rentals, movement plans, maintenance/repairs, fuel supply, accident reports and insurance issues etc. at all DRC Office levels.
• Responsible for inventory control for all DRC offices per the ERP DRC Dynamic.
• Maintains and updates the Asset Register of all DRC owned Properties & prepare report in a monthly, quarterly and annual basis;
• Records movement of all DRC properties for ease of tracking of whereabouts at any given time;
• Ensure annual physical counting of assets & stock items per DRC Policies & Procedures.
• Facilitate computer and assets and property repair/s maintenance services with agreed maintenance service providers in consultation of IT department.
• Reports any obsolete, damage, loss or missing items;
• Facilitate discarding of unusable asset & stock items in coordination with concerned government partners-based donor & DRC policies.
• Ensures safe transportation of staff, visitors, consultants and partners to and from various destinations for business purposes.
• Develops and maintain a regular schedule of all vehicle service, insurance, licenses and annual roadworthiness inspections.
• Ensures that all accidents and incidents are documented and the report shared with immediate supervisor and the Support Services Manager and the relevant government authorities.
• Ensures that all DRC vehicles and drivers have the necessary tools, documentation and licenses at all times.
• Follow up timely maintenance of DRC vehicle and provision & tracking/recording of spare parts.
• Follows up and verify recorded logbook for all journey undertaken, daily checks, fuel consumed, fuel receipts, e-card usage and repair costs for FHFE vehicles.
• Serves as a bridge between program team and rented vehicle service providers on vehicle performance feedbacks and replacement requests.
• Collects rental vehicle requests and communicates the rental agency for timely delivery of the services.
• Prepares service agreement for rental vehicles & submits for review of Supply Chain Manager.
• Ensures all vehicles dispatched from DRC maintain appropriately filled log book.
• Inspects rented vehicles prior to their deployment.
• Checks the accuracy of all incoming invoices and relevant documents submitted by vehicle renting agencies and prepares the necessary documentation.
• Ensures that all DRC & rented vehicles are equipped with First aid kits, fire extinguisher, spare tires, and basic and recovery tools, winter equipment… & other requirements as outlined in DRC’s pre-deployment checklist.
• Fleet: management of rental and owned vehicles, generators & motorbikes (in line with DRC guidelines)
• Transport: management of all transportation of goods and people to-from areas of operations and-or other DRC offices
• Registration, maintenance, repairs-maintenance & disposal of DRC assets accordingly to donors’ rule and policies (in line with DRC guidelines)
• Support in maintenance at DRC premises
• Follow up customs clearing of imported materials from abroad.
• Performs any other related duties.

 Field Office Level:

• Build capacity and performance through support and direct training of Field Office supply chain personnel in a roving capacity as agreed with the supervisor and Area Managers.
• Control, inspect and evaluate compliance with DRC policies, procedures, and directives and conformity to donor regulations. Additionally, ensuring effective commodity management and quality control by maintaining accurate, up-to-date inventory / stock control records and registers of purchased items using GRN, RO, GIV, Waybill, Inventory voucher, stock cards and the physical verification of assets at least once a year in every Field Office. This includes control and management oversight of such processes at refugee camp level including commodity warehousing and distributions.
• Facilitate processes for asset disposal and project close out at Field Office level as required by DRC, donors and the relevant Ministry Offices.
• Work with the Area Managers and Program Managers to set up and propose framework agreements (FWA) with reliable suppliers as well as developing approved supplier’s databases for non FWA purchases.
• Ensure that all field offices report timely with agreed API’s. This includes correcting, follow-up and consolidating of all API defined procurement and logistics documents.
• Ensure that all procurement and logistics reports from the field offices are prepared, compiled and submitted on a monthly basis.
• Provide technical advice to Area Managers regarding vehicle maintenance, office equipment, furniture and generators etc. and support and work closely with the budget holders in developing procurement plans and advising on logistical needs for new and existing projects.
• Ensure that all communications and safety equipment are in good working conditions in all sites at all times.
• Any other assignments as agreed with the Supply Chain Manager / HoSS.

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

·        Master's degree in e.g. Logistics and/or Supply Chain Management

·        Certification in Humanitarian Logistics Supply Chain (desired if no academic degree)

·        Driving license

·        Masters or Bachelor degree in law.

·        Minimum 3-5 years of working experience in a similar position

·        Field experience

·        Working experience from an international humanitarian organization

·        A good understanding of the procurement rules and regulations of major international donors

·        Experience working in an (I)NGO

·        Excellent skills in MS Word, Excel, and PowerPoint

·        Full professional proficiency in English

·        English  - Fluency in spoken and excellent in writing.

·        Basic knowledge of French an advantage.