Supply Chain Manager

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along with the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

About the job

The Supply chain Manager is responsible to manage and ensure effective delivery of supply chain and other logistics services in compliance with DRC and donor policies and procedures. Key responsibilities include procurement, fleet management, office and guest houses, inventory, and asset management. The position holder will report to Head of Support Services and will manage the procurement and logistics staff in Country Office directly, and will have a technical management of logistics and procurement staff in field offices. The Supply Chain Manager will also provide training and technical support & guidance to procurement and logistics teams of partner organization ensuring partners are complying with DRC and relevant donor regulations.

This position is based in Antakya Turkey with frequent travel to DRC field offices inside Turkey.

Responsibilities:

Strategic

• Manage the entire process in the planning of procurement and supply chain activities ensuring cost and time efficient delivery of services in compliance with DRC and Donors regulations.
• Collaborate with Program staff, Area Managers and Supply Chain teams in the field for proper procurement planning in project design and implementation stages. Ensure that procurement plans are prepared, monitored and updated at Country and field office levels.
• Manage supply chain teams and performance ensuring that all DRC supply chain staff has adequate capacity, orientation, and training for achieving their role and DRC objectives through effective delivery of services.
• Conduct or support capacity building of DRC staff (supply chain and program) and partners on key supply functions, with guidance from HOSS.

  Procurement Management

• Ensure that all procurement requests are processed in accordance with DRC and donor procedures and good practice.
• Ensure procurement tasks are completed in a timely manner to the highest quality (while applying value for money principle).
• Develop weekly/monthly procurement plans in collaboration with program staff and monitor implementation of plans to ensure necessary supplies/equipment available for the running of DRC operations.
• Supervise and support procurement and logistics staff in Country office in single bid and RFQ level procurement process for supplies, services, and works as needed.
• Prepare and maintain an up-to-date suppliers list containing shortlisted and contracted suppliers.
• Manage procurement process of high value for services and works in accordance with DRC and applicable donor guidelines.
• Prepare Framework Agreements and Service Contracts in accordance with DRC guidelines and ensure proper review before signatures.
• Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Adhoc, Contracted, and Framework agreement suppliers.
• Ensure that all procurement documents are properly stored and archived to provide an appropriate audit trail for any internal and external audits.
• Ensure all procurement files are complete, correct and have the relevant signatures before they are submitted to the finance department for payment.
• Assess and anticipate procurement needs for DRC operations.
• Provide guidance to field supply chain teams on procurement procedures, including support to partner staff, as required
• Support the Head of department in monitoring partner compliance with DRC procedures.
• Maintain accurate procurement and logistics documentation (both soft and hard copy) in accordance with DRC/donor guidelines and ready for audit (in coordination with finance), and to assess and report to management any needs for derogations.
• Conduct market surveys in key categories to ensure that IRC is receiving the best value for money.
• Coordinate and work with the HOSS, Area Managers, and field supply chain teams to mitigate any risk of fraud.

  Fleet Management

• Ensure that all DRC offices have adequately staffed and equipped fleet to support DRC operations in all offices.
• Ensure that proper log books are maintained and monthly fleet reports are prepared to track and analyze vehicle usage.
• Ensure that all vehicles are well maintained and road safety guidelines are implemented. Also, ensure that relevant staff e.g. drivers are properly oriented and trained.
• Provide guidance to the Logistics staff on fleet management issues
• Monitor that clear schedules are developed and regularly updated for the DRC drivers.
• Monitor the vehicle list and other fleet management documentation are kept updated at all times.
• Monitor drivers are following DRC/donor procedures regarding vehicle use and maintenance.
• Coordinate with other departments on new vehicle needs for projects & hire new drivers.
• Be the focal point for DRC in managing the relationship with vehicle rental companies.

  Inventory and Asset Management

• Ensure the safety and securty of all DRC assets and inventory, and maintenance of accurate asset and inventory records
• Implement proper asset management controls including tagging, periodic verifications, reconciliation with finance records and write-off/disposal as may be appropriate in compliance with established rules and procedures
• Ensure DRC standard warehouse management procedures are implemented and all items are stored safely, correctly and securely depending on item classifications
• Monitor use of all inventories, stock and assets to ensure there is no waste, fraud or misuse of equipment or materials.

  Other responsibilities

• Organize and oversee sudden & ad-hoc supply chain operations as, and when, the situation arises.
• Ensure that all DRC offices and guest houses are properly equipped and furnished, and maintained.
• Support HOSS in the review and revision of DRC’s forms and templates on a continuous basis.
• Any other duties relating to the nature of the job as requested by the HOSS or Country Director.
• Visit field offices on a regular basis with the aim of monitoring and evaluating the provision of supplychain inputs and identify actions to be taken and implement necessary improvements in the system
• Liaise with the Regional Office and/or HQ on all supply chain issues if and when applicable

In this position, you 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. 

About you

To be successful in this role we expect you to have relevant university degree, 7+ years as at a senior level in logistics and procurement management, experience with other NGOs at a senior level in logistics / procurement, hardworking and experienced manager, patient and able to train, mentor staff when needed, able to pitch in and help at any level when needed, friendly and open and able to fit into a hardworking team, excellent communication skills in English and Turkish, Arabic is an advantage.

We offer

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: 31.05.2018

If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.

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