Procurement and Logistics Officer

Job Description

Procurement and Logistics Officer DRC:

Relationship: The Staff member will report to the Area Manager, but liaise and co-operate with all other employees in DRC/DDG’s other departments, with particular emphasis on the logistics, procurement and fleet unit in the Uganda Country Office and other field offices. 

Job Purpose: Ensure that all logistic activities procurement, warehousing, transportation related to the proper functioning of the programme are carried out safely, correctly, and in good time and support programmes department as and when necessary in activity implementation

Incumbent Tasks/Responsibilities:

1.      Transport

Vehicles and motorcycles

•         Ensure safety for all r Advise staff that driving does not take place unless Every person in the car is using their safety belt in a vehicle
•          Ensure proper servicing, maintenance and repair of vehicles, in accordance with DRC/DDG standards. Any irregularities should be reported to the Supervisor
•          Ensure records are kept for mileage driven/fuel added and the vehicle log book maintained, including for rented vehicles
•          Fuel consumption tracking and reporting implemented and responsibility for/supervision of fuelling at all times
•        Verify the planning & car's preparation/readiness for all movements: Ensure that all the safety equipment (a safety belt for each seat, one binder with emergency contact, one first aid box and one fire extinguisher) is in place and working as described in any vehicle, rented or DRC/DDG owned.

Freight/Transport

• Organise the reception/shipment of all cargo to/from the Adjumani by the agreed means of transportation (air/road depending on the location) including all needed external procedures
•  Collaborate with Logistics staff in Kampala and other offices to organise transport of goods between sites as necessary

2.      Assets and Inventories:

• Keep updated the list of all assets (investment materials) present in the location with all requested information (brand, model, SN, reference of reception's documents, condition)
• Ensure that asset forms are completed for new assets and the inventory list updated
• Ensure updated inventory lists are sent to Kampala office on a monthly basis
• Ensure the proper protection, use, maintenance and storage condition of all equipment
• Facilitate the repairs of all equipment as required by the Supervisor

3.      Services & Maintenance

Energy

• Implement the agreed energy setup for the DRC/DDG structures & ensure their correct operation
• Ensure a permanent functioning electrical supply through city power and generator backups through hardware maintenance procedures, including ensuring a minimum stock of fuel and electricity bills paid in good time.
• Implement a regular and thorough service maintenance and care system of energy setup as stipulated by DRC/DDG standards
•  Follow up and report in fuel and spare part consumption, observing and reporting irregularities
• Monitor the electrical consumption, and good use/safety of electrical outlets
• Train guards and other staff to ensure high quality operation, maintenance and care of energy setup and assets
• Maintenance of all air conditioners installed at DRC/DDG structures, and all other electrical appliances
• Ensure that there is always sufficient supply of cooking gas

Structures & compounds

•  Supervise and arrange all maintenance and repairs for DRC/DDG premises (office, warehouse and guesthouses) and equipment therein, ensuring they are compliant with MOSS standards
• Prepare and negotiate contract conditions with contractors
• Closely work with engineering staffs to supervise the professional workers hired for structures repairs as contracted and approved by the supervisor
• Maintain and update a network of skilled contractors, such as electricians, constructors, carpenters.

4.      Supply/Procurement

Procurement

• Responsible for all Procurement processes at Adjumani field office level and ensuring they are effectively and efficiently managed in conformity with DRC/DDG guidelines and procedures;
• Ensure that all procurement activities are initiated by an Order Request/procurement plan; and that all order requests submitted to logistics department are process in a timely manner to meet up with the requested delivery date.
•  Ensure that the appropriate procurement procedures are utilized for all Order requests based on the threshold of the cost involve.
• Assist the team members in the preparation of the orders when needed
• Keep a tight control on the numbering of all orders & on the filing system in general
•  Liaise with Kampala and DRC/DDG Arua field offices in monitoring prices of regularly used materials/items; and provide updates to price listing to program staffs to guide order request preparation
• Give regular feedback to all "requester" regarding the expected date of supply of their requests
• Ensure that procurement and expenditures comply with accounting policies of donors and DRC/DDG standards in Operations Handbook
• Review accountabilities  and approvals for operational advances and payments, and recommend action as needed, including checking and closing advances on a daily basis
• Maintain an accurate record of all logistical activities, including ensuring that the procurement binder, including all supporting documentation, is updated every month
• Ensure the correct authorization procedures at every step of the process i.e. documents signature, budget management, quality control for incoming goods, payments

Stock Management

• Supervise, train, and if needed be able to replace, the store keeper in the management of the stocks and the supply procedures
• Ensure accurate follow up of all movements of items in & out the warehouse (stock cards, store ledger, electronic stock reporting)
• Ensure periodic physical inventories & stock reports take place with appropriate supervision and counter-signing
• Ensure DRC/DDG standard storage condition i.e. cleanliness, access, storage conditions, good organization, storage compatibility, security–gates, doors
•  Responsible for all issues related to field logistics and warehousing, inclusive of release/receipt of field equipment and filling out Goods Received Notes and Waybill
• Monitor stock balances and advise the Program staffs on shortages according to minimum stock requirements.
• Ensure that all items are controlled and accounted for in stock reports.
• Conduct a monthly physical inventory of all stock inclusive of spare parts and consumable items.

5.      Other Responsibilities

Team Management

•  Manage the team under their responsibility – DRC/DDG staff or any other partner/contracted persons- and ensure a continuous atmosphere of learning and training to all staff involved in logistic activity so that the quality of the work improves on all levels.
•  Ensure team under supervision are aware of their responsibilities and are trained in and implementing the correct procedures
•  Coordinate logistic staff schedules and holidays in order to minimize disruption to the activities
• Participate in regular meetings with the Logistics team to ensure priorities are met
•   Provide guidance and leadership for those under supervision, assessing need for further competency development and provide more targeted training/guidance where needed
•  Brief all new person in the team on DRC logistic and procurement procedures

Reporting

• Make sure that a master Procurement Table is prepared and maintained for each project
•  Contributes to the monthly Area report through the Area Program Manager by preparing the regular reports and updates on following logistical activities:

o   Order Request/Payment Tracker (on a weekly basis)

o   Procurement tracker (on a weekly basis)

o   Warehouse Stock report (on a monthly basis)

Additional tasks

• On request perform any other additional duties assigned by the supervisors in order to allow the organization to function optimally.

• This job description is not a definitive task list but has been done to clarify the responsibilities of the employee.

• I have read and understood this job description and I agree to perform the duties stated herein to the best of my ability.

Person Specification:

• A degree in Procurement & Logistics Management or the equivalent.
• Experience of 3 years and above, preferably working in a busy organization and well versed with NGO’s values.
• Excellent communication in English both written and oral.
• Excellent interpersonal skills and ability to work with minimum supervision
• Computer literate (MS word & excel and other accounting software)

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 postion. 

We only accept applications sent via our online-application form on www.drc.dk under Vacancies. Applications close on 28^th February 2018. 

If you have questions or are facing problems with the online application process, please contact job@drc.dk.  

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