Job Description

Title: Supply Chain Team Leader 

Location: Dolo Ado 

Employment Category: G

Reporting To :Area Manager

Direct reports: Supply Chain Assistant, Maintenance, Guards

Contract Duration: 4 Months 

Posting date: October 21, 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 role: (1-2 sentences) 

• Supervise Dollo Ado Supply Chain team
• Deliver technical support and guidance to team
• Responsible for all procurement of goods and services, warehousing, transportation of good and people, vehicle fleet management, and general logistics support to the programmes

Geographic scope: Area (Dollo Ado)

This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into Area Managertion plans and day-to-day tasks. The role provides support and/or technical guidance to base operations.

Responsibilities: (in bullet points)

Technical Responsibilities: 

Procurement

• Responsible for the the timely and compliant procurement of goods and services for programme and support functions in the Area (Dollo Ado Area Office and Filtu sub-office), including preparation and analysis of bids for area-level procurements, and coordination with Country Office counterparts on national and international tenders. 
• Develop and maintain supplier database
• Responsible for tracking contracts and ensuring that, in coordination with Area Finance Team, suppliers are paid in a timely manner following certified delivery of goods/services
• Responsible for coordination with Team Leaders to establish and follow up on Procurement Plans for all grants 
• Ensure that all procurement processes are understood by SC staff and requestors, and are in line with DRC Operations Handbook, relevant donor rules and restrictions, and local law.
• Ensure proper operation of DRC Dynamics ERP supply chain system  

Stock Management

• Assist the Supply Chain Assistant in ensuring the safe delivery, storage and exit of all stock (programme and non-programme) in DRC premises, including maintaining up-to-date inventories, conducting monthly stock-checks. 
• Assist the Supply Chain Assistant in ensuring proper management of all Warehouses and Stock-Rooms, including proper pest-control and maintenance, to prevent damage to stock. 
• Assist the Supply Chain Assistant in ensuring full compliance with DRC stock management procedures; including the timely and accurate filing of Stock/Bin Cards, Stock Delivery Reports, Waybills, Stock Release Documentation and Stock Inventory Reports. 
• Assist the Supply Chain Assistant in ensuring the delivery, including stock-checks and reception of DRC stock and supplies to warehouses and office 

Asset Management

• In coordination with Area Admin staff, ensuring the delivery, storage and exit of all DRC assets on the base, maintaining up-to-date, accurate inventories; ensuring the proper asset tagging and recording of all new assets, as well as the return of assets from exiting staff members.
• In coordination with Area Admin staff, supervise the effective use of all DRC assets and properties in the office, verify and direct the maintenance and repairs of assets and properties in timely manner;
• In coordination with Area Manager and Area Admin staff, identify the need for additional equipment / premise, in coordination with Area Manager, prepare procurement requests to meet these needs.  
• Ensure full compliance with DRC stock management procedures; including the timely and accurate filing of Asset Trackers

Delivery / Transport Management

• Assist the Supply Chain Assistant in ensuring timely planning of weekly, monthly and annual fleet needs, and efficient, compliant fleet management, including oversight of fuel and vehicle FWAs. Ensure all drivers in Dollo Ado and Filtu (staff and rental car) are fully compliant with DRC safety and security rules. 
• Assist the Supply Chain Assistant in ensuring fuel and fleet management in full compliance with all fleet management procedures (Monthly transport / Fuel Consumption report);
• Assist the Supply Chain Assistant in ensuring the timely, compliant planning and management of all fleet and fuel running costs, including fuel for vehicles and generators, as well as vehicle maintenance and repairs.
• Assist the Supply Chain Assistant in ensuring that all documentation and reports (such as insurance, log books, fuel consumption follow up) are filled in timely and accurate manner, and are archived securely in soft and hard copy. 
• Ensure that all fleet and trucking in the Area Office is managed in full compliance with all DRC guidance and SOPs. 
• Supervise delivery of truck rental services, and ensure arrangements are made in a timely manner for the delivery of programme supplies to field locations / distribution sites, following receipt of a Stock-Out requests. 

Safety & Security Management

• Work closely with the Area Manager, Filtu Base Manager and Country and Safety & Security Officer to ensure immediate reporting of any safety incidents affecting DRC staff, assets or premises. 
• Ensure full compliance with all DRC safety and security guidance and procedures, particularly regarding the safety and security of DRC premises, including assisting with safety upgrades to DRC facilites, and ensuring working safety equipment (first aid kits and fire extinguishers) are in all premises and vehicles. 

Staff Management

• Create and follow-up on weekly workplans for Supply Chain team, ensuring that all team members complete all delegated tasks to a satisfactory level.
•  Lead and manage the team (including people planning, performance, well-being and development)
• Provide technical support and inputs to requestors to ensure quality procurement and logistics management in the Area

As Team Leader the post-holder is responsible for the following:

• Accountable for people management of employees, usually working in the same area of work
• Accountable for ensuring that agreed work plans and tasks set by the next-level up Manager are implemented on time
• Hiring and termination of employees and conducting performance appraisals (closely overseen by the next-level manager)

Job Requirements

Experience and technical competencies: (include years of experience) 

• Minimum 3 years of management experience at a mid to senior level, preferably with experience in the field of humanitarian response and refugee protection working for an international NGO, UN agency, relevant ministry, or local authority. 
• Minimum 3 years of experience in humanitarian logistics, procurement, transport and distribution, warehousing, and stock management
• Proven management skills and a competence in people management
• Commitment to learning and implementing organizational policies and procedures. 
• Excellent skill in MS Word, Excel, and PowerPoint
• Experience in managing supply chain in an ERP system
• Good understanding of the procurement rules and regulations of major international donors
• Full professional proficiency in English

Education: (include certificates, licenses, etc.)

Master's degree in Logistics, Supply Chain Management, or other relevant field

Languages: (indicate fluency level)

• Full proficiency in Microsoft Office;
• Excellent verbal and written proficiency in Somali, Amharic, and English

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: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

How to Apply

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post. 

We only accept applications sent via our online-application form on www.drc.dk under Vacancies.  

Please forward the application and CV, in English through the stated website no later than November 3, 2020.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

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, colour, race, marital status or other protected characteristics

We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit. 

           “Female candidates are strongly encouraged to apply”