Supply Chain Manager 105 views0 applications

The DRC/DDG Somalia Programme is the largest programmes in East Africa region. DRC/DDG is among the INGOs with the largest presence in Somalia, with country-wide programmes implemented through six main sub offices in Somaliland, Puntland, Hiraan Region, Gedo Region, Bay Region and Banadir Region

Overall purpose of the role:

The Supply Chain Manager has the overall responsibility for leading, coordinating and overseeing the provision of an effective and timely Procurement/logistics support to all DRC programs in relation to procurement, stock management, assets, fleet management and communications in Somalia.

Specific to logistics and procurement, the Supply Chain Manager, will provide technical support to logistics staff, continuously review and improve on systems and documentation, promote high quality standards, lead in procurement processes and provide the country-wide perspective on logistics oversight, and contributing to the country operations strategy.

Under the line management of the Head of Support Services (HoSS), the Supply Chain Manager will work closely with the Area Manager, Base Managers/Team Leaders, Program Specialists, Finance and Administrative staff within DRC and/or of other consortium members.

Responsibilities

a) Procurement/Supply Management

• Support the management and tracking of project orders in the DRC Dynamics.
• Assist in developing an efficient and effective supply chain; keep an updated database of local suppliers and prices of frequently needed goods and services; where necessary.
• Carry out extensive supplier and market reviews/assessments and maintain a preferred supplier list, where possible.
• Support programme teams in the development of procurement plans.
• Organize, plan and prioritize project supply needs – ensuring efficient and timely delivery to point of distribution as necessary.
• Ensure compliance with donor requirements, rules and regulations relating to logistics, particularly in relation to local procurement and anti-corruption measures.
• Uphold and promote understanding of the DRC’s procurement policy. Provide trainings and briefings for all field staff, both national and international, ensure that staff understand and applies the DRC/Donor procurement guidelines, monthly procurement trackers, procurement tables in timely manner.
• Lead tender committee processes for large procurements as per the Country Supply Chain Work flow and ensure all tenders are reviewed by Country Supply Chain staff before award of contracts.
• Review and improve procurement documentation, building the capacity of local supply chain staff to record and file complex procurement processes clearly.
• Ensures awareness of the correct procurement threshold and that the teams in all areas adhere to the procurement threshold issued by DRC EAGL.
• Compile Country Procurement Plans and supervise/monitor the procurement timelines are adhered per the plan.
• Compile monthly procurement status reports/tracker and share with HoSS for management information/support.
• Perform regular internal audits and review as required with direction from the Head of Support to ensure compliance with DRC and donor requirements.
• Technical lead for Supply Chain module in DRC Dynamics and support Supply Chain staff, Area office Supply Chain staff and other staff as well as Technical Managers including providing regular refresher trainings.
• Support the SC teams/Area Managers to conduct and conclude the Frame Work Agreement for all items as per DRC procurement guidelines.

b) Warehouse Management

• Support effective warehouse management in accordance with the DRC Operations Handbook and/or donor requirements.
• Support the security of stock through the implementation of effective controls and do spot checks in warehouses during field visits.
• Submit timely and accurate stock reports through the DRC Dynamics.
• Strengthen staff capacity and warehouse management processes.
• Investigate all stock discrepancies and provide a report of the procedure and findings.
• Organize disposal of old stock and assets as per DRC/Donor guidelines.

c) Assets and Premises Management

• Ensure all required and available communication equipment are installed and working and functioning properly; supporting regular maintenance in consultation with the Base Managers and the Head of Support Services.
• Train staff on use of communication equipment and communication protocols.
• Ensure that the Fixed Asset Register (FAR) is updated and verified quarterly in Dynamics and copied to the Head of Support Services.
• Support and lead Regular Asset verification process in all offices, Assets are tagged and ensure the assets are included in the Asset list and signed by Area Managers.
• Ensure that all procedures and documents pertaining to Asset Management as per the DRC Operations handbook are in place and being followed.
• Ensure donation certificates with recipient’s signature are obtained and filed for all assets and equipment donated to beneficiaries/partner groups or received from donors.

d) Transport/Fleet management·

• Ensure a robust maintenance system for both owned and rented vehicles is in place and that maintenance works are property documented.
• Ensure well-maintained and functional transport fleet for staff and material needs, including vehicle allocation in Congo.
• Review monthly transport reports and monitor fuel/Maintenance consumption/Performance.
• Monitor the maintenance conducted on DRC owned vehicles by external service providers.
• Effectively convey procurement and logistics procedures to staff and supervise their implementation.
• Build staff capacity on logistics management, through direct training, on-the-job coaching, and seeking opportunities for external training where appropriate.
• Participate in the capacity building of local partner(s) for logistics management
• Facilitate and promote effective communication and coordination mechanisms between logistics staff and other departments
• Support DRC’s global understanding and learning on logistics good practice through sharing and exchange of tools
• Design logistics induction for new comers, partners and conduct it whenever possible.

e) General/Other

• Oversee the observance of the DRC Code of Conduct within the procurement and logistics department, ensure that logistics staff fully understand what corruption is and are trained at least once a year on the detail of the Code of Conduct and anti-corruption measures.
• Ensure that all suppliers and logistics staff are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct.
• Represent DRC at Logistics Cluster Meetings.
• Provide input for project proposals and budgets as requested.
• Consult the Regional Supply chain Manager on High Value procurements and exceptions to policy issues.
• Timely Monthly Reporting of APIs and Results contract.
• Perform regular internal audits and review as required with direction from the Head of Support to ensure compliance with DRC and donor requirements.
• Assist the Head of Support and work with the Area Logistics to ensure that recommendation on various Supply Chain audit reports recommendations are accomplished including Self Compliance check action points.
• Support the Area Offices in the recruitment of Supply Chain staff.
• Updating job descriptions for Supply Chain staff (drafting together with the Area Manager).
• Managing performance of for Supply Chain team by setting performance objective in close consultation with the Area Manager & Technical Managers as the technical supervisor.
• Responsible to ensure that recommendations for improvements related to the Supply Chain Components (e.g. from audits) are implemented in a timely manner.
• Support the Audit Focal Point to review all procurement documents as per the Audit Check list before submission to the auditors.
• Responsible to ensure that all allegations of breaches of the Code of Conduct by staff in the Supply Chain teams of Somalia are reported and with the support of the Head of Support Services and Risk & Compliance, investigated and concluded swiftly.
• Ensure all tools as per Operations Handbook are standardized & Supply Chain processes are streamlined within Somalia offices.
• The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

About you

• A University degree in Supply Chain, Business Management or relevant discipline; Masters would be an add advantage
• Minimum of 5 years of experience from working as a senior Supply Chain Manager in complex humanitarian contexts and knowledge of Supply Chain management systems and approaches by INGOs.
• In depth knowledge of field Logistics, including procurement systems, fleet management, warehousing and distribution. Proven capacity-building ability, including training, coaching and mentoring staff.
• Familiarity with requirements of key humanitarian donors and capacity to work in a multi-donor environment, including UNHCR, UNICEF, EU/ ECHO, SHF/OCHA, SIDA, DFID, USAID, DANIDA, WFP among others.
• Excellent coordination and interpersonal skills with the ability to communicate and negotiate clearly and effectively at all levels within and outside the organization.
• Flexibility, reliability, cultural sensitivity, resilience and resourcefulness
• Ability to cope with stress, to work under pressure in often strict deadlines.
• Ability to work on own initiative and in a team
• Strong self-starter, able to take initiative.
• Hands-on experience/skills in MS Excel.
• Willingness to travel extensively across different offices in Somalia.
• Excellent knowledge of Microsoft Office and experience using an integrated Enterprise Resource Planning (ERP) system.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Strong results orientation, with the ability to challenge existing mindsets.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision.
• Commitment to DRC values, including willingness to abide by Code of Conduct
• Ability to prepare basic training modules on Supply Chain and conduct trainings.
• Experience working for INGOs in Somalia/East Africa and Great Lakes, a plus.
• Experience in Procurement and Logistics and Somalia Government Procurement Laws, a plus
• Experience in Microsoft Dynamics 365 will be an advantage.

We offer

Duration: 1 Year renewable subject to Performance and Funding.

Contract: Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for Global Expatriates available https://drc.ngo/about-drc/vacancies/expatriate-terms-of-employment Band Manager F1

Start Date: 15^th November 2020

Duty Station: Mogadishu with frequent travel in field offices in Somalia

Reporting: This position reports to Head of Support Services.

Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html). All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

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.