Supply Chain Officer (Procurement)

The Danish Refugee Council (DRC), one of the world’s leading NGOs, with a focus on responding to displacement, have been registered in Bangladesh since 2013. In 2017, in response to the Rohingya influx, DRC launched an integrated program of support to the government in site management, shelter/NFI and protection. In 2018, DRC started implementing aid projects in support of the host communities most affected by the influx of refugees. As a key part of this, DRC opened an area office in Cox’s Bazar, and a country office in Dhaka.

POSITION PROFILE

The Supply Chain Officer (Procurement) is responsible for procurement of program goods, services and works and supporting improvements in procurement functions. The position reports to the Head of Support Services.

DUTIES & RESPONSIBILITIES

Responsibilities will include, but not necessarily be limited, to the following:

• Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor specific policies ensuring best value for money.
• Become the expert of DRC Procurement Operational Handbook, Policies & DRC Dynamics Manual for Procurement.
• Perform Procure to Pay (P2P) functions of DRC Dynamics.
• Undertake procurement activities covering the pre-award, award (evaluation of bids), and the post award phases, such as: prepare tender dossier, review and verify technical specifications, and launch tender procedure preparing all relevant tender documents; conduct relevant market researches for procurement bid lists; coordinate the Tender Opening Committee, manage the award and assume the responsibilities for contract management and contract administration; prepare contracts and purchase orders.
• Follow up with suppliers and contractors to ensure timely and effective supply and delivery of goods, services and works.
• Work closely with Supply Chain / Logistics (Warehouse and Assets) team to inform of upcoming deliveries etc.
• Work closely with the Finance department for payment follow-up.
• Work closely with the Program department for continuous update on the requests raised.
• Follow up with suppliers and contractors to ensure timely and effective supply and delivery of goods, services and works.
• Support program team to create realistic delivery schedules and compare actual deliveries to evaluate supplier performance and responsiveness.
• Constantly search the market for new suppliers that may provide better service or value for money for DRC.
• Maintain and update suppliers list using the Supplier Profile and Registration Form.
• Maintain all procurement trackers. Procurement Plans, Lease agreement trackers, Purchase Agreement Trackers, Service Contracts etc.
• Participate and facilitate the Supplier pre-qualification process, Partner Assessment and Due Diligence and Capacity Building in Supply Chain functions.
• Support Head of Support Services and TL in the strategic sourcing for frequently purchased items to ensure framework agreements with the suppliers and service providers are in place.
• Ensure procurement files are accurate and records are complying to DRC and donor procurement policies, electronic filing system (Share Point) is properly established and followed, all soft copies and hard copies of procurement files are accessible and manageable by auditors.
• Ensure purchased assets are registered in the inventory database and liaise with the Assets department.
• Ensure the non-winning suppliers receive notification from DRC about the status of their bids.
• Communicate lease agreement, contracts, service agreement renewal or terminations in good time. Ensure security money is adjusted/collected/deducted with last month payments.
• Conduct duties in accordance with DRC Code of Conduct.

Safety

• Comply with all global and location-specific safety rules, policies, and procedures. Report safety incidents, near-misses and other relevant information to the safety team as shall be briefed during onboarding. Failure to adhere to these is a disciplinary offence while it may also leave the position holder, their colleagues and DRC Bangladesh, at risk.

Key Performance Indicators

• % PRs/POs/GRNs processed on time (as per standard processing times issued by CO) in collaboration with Project teams. Efficient user of DRC Dynamics P2P module.
• Number of Procurement plans completed and updated in collaboration with Project Teams.
• Electronic filing of procurement documents is completed per project and in line with electronic filling process and procedure.
• Bid evaluation is comprehensive and with all the required information as per the standard resulting in VfM (value for money) and efficiency.
• Payments are made within the project eligibility period.
• Participation in monthly lessons Learnt exercises.
• All Minimum Operating Procedures from Supply Chain Operation handbooks are adhered to and completed.

SKILLS AND EXPERIENCES

• Minimum 2-3 years of experience in procurement. Experience of working with UN or Non-Governmental Organizations preferable.
• Understanding of the local market, local legislation related to contracts, suppliers, contractors and customs clearance, business registration requirements and tax regulations.
• Understanding of the procurement rules and regulations of major international donors.
• Very good skills MS Word, Excel, Outlook, Power point.
• Very good interpersonal and team skills.
• Knowledge of procurement principles and contract management.
• Commitment to humanitarian principles and values.
• Commitment to and understanding of DRC’s aims, values and principles.

EDUCATIONAL QUALIFICATIONS

• University degree in Logistics, Business Administration, Economics, Engineering, Management or similar sector.
• Certificate in Humanitarian Logistics and/or Procurement would be an advantage.

LANGUAGES  

• English (Fluent in writing and speaking)
• Bengali (Fluent in writing and speaking).  

ALL EMPLOYEES ARE EXPECTED TO DEMONSTRATE DRC FIVE 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 DRC’s vision and values.

POSITION DETAILS

• Type of contract: National
• Employment Band: H
• Start date: As soon as possible
• Duty station: Cox’s Bazar
• Closing Date for Application: 4th May 2024

WHAT WE OFFER      

1. Two Bonuses (paid at pro-rata basis with monthly salary)
2. Relocation Allowance
3. Mobile Allowance
4. Leave Encashment
5. Group Life Insurance including Family
6. Dental and Optical Benefits
7. Gratuity
8. Excellent Working Environment and Opportunity of Growth
9. Various Learning and Development Platforms

APPLICATION PROCESS

1. Applications must be submitted through the mentioned link on the page by clicking on Apply Button.   
2. All applicants must send a cover letter along with an updated CV (we encourage CV no longer than four pages) in English.   
3. Mentioning three referees' details of your present supervisor and HR along with past employment’s supervisor with CV.

Note: Applications sent by email will not be considered. In addition, DRC doesn’t charge any fee for any of its recruitment process & believes in equal opportunity in employment regardless.

If you have questions, you can visit our FAQ page. 

For further information about the Danish Refugee Council, please consult our website: www.drc.ngo.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, female 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.   

***FRAUD ALERT***

It has been brought to the attention of the Danish Refugee Council (DRC) that there have been instances of fraudulent job offers, purporting to be from DRC in Bangladesh. These offers reportedly concern fraudulent employment opportunities to applicants asking for money. DRC would like to stipulate that the organization never charges or accepts any money from job seekers during the recruitment process. DRC recommends that you do not respond to unsolicited offers of employment.