Supply Chain Assistant at Danish Refugee Council

Overall purpose of the role:

The Supply Chain Assistant’s role, will participate in and oversee the receipt, storage, requisitions and disbursement of supplies and materials from the warehouse in the DRC Lodwar/Kakuma Field Office. He/She will ensure compliance with DRC Operations Handbook alongside donor policies, procedures, guidelines and rules. He/she will seek and receive policy guidance/ instructions and support from the Head of Support Services (HoSS), Finance Officer Kakuma, finance Coordinator and Finance Manager.

Duties and Responsibilities:
R1. Stock management:

Manage and document the receipt, handling, storage, release and reporting of goods through the DRC warehouse(s) by ensuring all materials leaving the warehouse are based on approved stock release.
Ensuring that the filing system for stores is well maintained. Provide weekly and monthly stock reports (issues, receipts and balances, but also maintenance of the warehouse).
Inspect materials delivered to the warehouse at the reception of the items.
Stock materials according to the prescribed inventory system approved by DRC.
Ensure stock management and administration systems are implemented. Monitor projects stock levels and advise on appropriate stocking and replenishment to meet project demands.
Ensure disposal of expired items.
Ensure all store records are accurate and up to date.
Conduct monthly checks/stock taking for all stocks held in the warehouse.
Advise the Supply Chain Officer of warehouse specific issues or improvements. Report immediately any discrepancies related to stock management.
Implement and ensure clear safety procedures for staff and casuals working in the warehouse.
Ensure that DRC warehouses are managed according to DRC warehouse standards and records are kept for audit.

R2. Procurement support:

Assist the Program team to handle procurement activities to hasten acquisition of program supplies as per procurement plan and document it.
Coordinate purchasing activities by exploring the most efficient and cost-effective means of commodity sourcing, and timely delivery to the required destinations
Prepare invitation for bidders and attend procurement meetings.
Ensure the maintenance of a supplier database and develop robust local supplier relationships.
Develop a list of approved supplies with framework agreements to ensure quality of goods and services are provided in a timely manner.
Develop frame work agreements with suppliers at Field Level.
Carry out in a timely manner the actual procurement for the Lodwar and Kakuma Office
Prepare tender invitation documents, receive and opening of tender documents, participate in evaluation of bids and make sure the bids evaluation report, technical evaluation, minutes of committees in awarding of suppliers contain all the facts and information required to justify the recommendations made in the report.
Prepare contract and amendments of contracts when needed.
Assist internal departments prepare and update Procurement Plans.

Personal qualities:

Highly organized, delivery-focused and process- driven.
High levels of integrity and trustworthiness
Analytical and able to present logical arguments,
Curious and seeks out information, strong drive to learn new things and improve own capacity,
Takes initiative – identifies what needs to get done and does it,
Hard working and driven to achieve objectives, Able to work under minimum supervision
A good team player, high level of attention to detail, culturally sensitive and able to resist external pressure

Experience and technical competencies:

University degree (Logistics, Business Administration, or Economics will be preferred)
Minimum 3 years of work experience in supply chain management – logistics, procurement, warehousing, inventory management, asset management.
At least 2 years of the work experience should have been in NGO/INGO environment ,
Be Member of professional body either KISM or CIPS in good standing;
Understanding of the local market, local legislation related to contracts.
Understanding of the Supply Chain (procurement, assets, and warehouse) rules and regulations of major international donors.
Very good skills MS Word, Excel, Outlook, PowerPoint
Training in Enterprise Resource planning (ERP) systems
Very good interpersonal and team skills.
Commitment to humanitarian principles and values.
Commitment to and understanding of DRC’s aims, values, and principles.

Languages:

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