Supply Chain Officer-Procurement
Job title: Supply Chain Officer-Procurement
Employment category: C,7
Reporting to: Area/Base Manager
Overall purpose of the role:
The Supply Chain Officer (Procurement) main objective is to provide efficient and effective Procurement and Logistics implementation and smooth running of departmental operations according to DRC’s internal and donor procedures, as per the Operations Handbook. He/She will be responsible for procurement of tools, construction materials, goods and services and coordination of logistical operations under the NURI Rural Infrastructure and Water Resource Management Interventions.
- Lead coordination between the logistics team and program managers to facilitate effective, efficient, and timely implementation of DRC logistics procedures according to DRC’s Operations Handbook on Warehouse, Assets & Inventory, and Fleet Management chapters.
- Ensure Program Managers and other key program staff are informed of areas of logistics responsibilities and where cooperation from other departments is required.
- Produce logistics reports on a weekly and monthly basis such as warehouse stock report, fleet utilization report, and asset lists according to DRC’s internal templates and procedures – ensure that correct templates are being used and filled out in their entirety, flagging issues and gaps in documentation to the Area Manager or Country Supply Chain Manager as required.
- Conduct spot checks of warehouse, fleet, and asset management to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
- Develop workplans with Logistics staff as necessary to increase compliance and understanding of DRC procedures.
- Report all anomalies on documentation to the Area Manager and Country Supply Chain Manager immediately.
- Enforce DRC’s Code of Conduct, support the Area Manager with any reporting on issues related to corruption, collusion, and fraud.
- Establish a rigorous, accountable, and transparent procurement system, compliant with the DRC Operations Handbook chapter on Procurement Management, local law, and donor requirements.
- Advocate with all program teams in the field for procurement planning, in line with DRC Operations Handbook and Area Performance Indicators (APIs), this includes leading the process of procurement planning and convening regular meetings with Program colleagues to provide feedback on planned purchases, committing to realistic timelines for delivery and implementation.
- Supervise all procurement processes and implement/reinforce a tracking system for all local and central procurement on behalf of program teams.
- Responsible for ensuring a weekly Procurement Tracking Table (PRTT) is updated and accurate, circulated on a weekly basis to Kampala and all Area Program, Finance, and Supply Chain colleagues.
- Ensure suppliers are vetted according to DRC policies and an updated supplier database exists with comments on performance and contract tracking.
- Ensure proper accounting, reporting, internal controls and maintenance/filing of records.
- Enforce a zero-tolerance policy regarding corruption and contribute to ensuring complaints are recorded and investigated appropriately, in line with the DRC Code of Conduct and Accountability Framework.
- Coordinate with Country Supply Chain Manager to ensure that all issues are reported and solutions are realized as the issues arise.
Facilities, Warehouses and Asset Management
- Ensure all assets have service/maintenance records and where necessary that assets are disposed of according to DRC guidelines and local laws.
- Provide training and management to Logistics Assistant with regards to asset management and tracking and ensure implementation of tracking system is in place at each location.
- Ensure all DRC assets are registered, tracked, and maintained in line with DRC asset management policies.
- Ensure the implementation of regular asset verification at least on a bi-annual basis.
- Ensure the inclusion of donor requirements in asset registers to facilitate correct asset transfer/disposal during project liquidation.
- Implement monitoring and evaluation of stock management systems, including implementation of stock cards and bin cards, as well as regular tracking of receipt and dispatch of items.
- Ensure Program staff are informed of roles and responsibilities of logistics staff, including making recommendations to the Area Manager regarding approved signatories on standard documentation (waybills, Release Orders, Goods Received Notes, etc.) as per the DRC Operations Handbook.
- Ensure appropriate fleet management, in line with DRC guidelines, through the use and verification of log books, fuel consumption registers and regular servicing and maintenance.
- Analyze the DRC vehicle usage to maximise efficiency and ensure timely program implementation.
- Inspect all DRC vehicles for registration and appropriate licencing documents.
- Track all fleet and produce a consolidated asset utilization report on a monthly basis for review.
- Make recommendations to Area Manager and Country Supply Chain Manager regarding improvements to fleet utilization, vehicle maintenance, and disposal on at least a monthly basis.
- Ensure Weekly Movement Plans are implemented and all KISS movements are coordinated to other Area / Field / Country Offices are done in accordance with the DRC Fleet Utilization Policy.
- Produce workplans for logistics and procurement staff and train staff on regular updates of work planning and reporting against SMART objectives.
- Based on Grant Opening meetings and requirements for the Supply Chain departments, make recommendations on staffing to the Area Manager and support with recruitment as required and requested.
- Ensure compliance with donor requirements regarding procurement, inventory, and asset management.
- Train staff on compliance with internal reporting requirements and required contributions to donor and other reporting.
- Support program teams' and managers' with logistics and build program staff capacity.
Experience and technical competencies:
- With at least 5-years work experience in relevant field INGO or other agencies experience in Supply Chain management.
- Proven ability in the implementation of large-scale logistics and programs with large-scale procurement requirements.
- High integrity, pro-active, stable, robust character and a good team-player
- Highly motivated, results-oriented, and with well-developed problem-solving skills.
- Ability to cope with heavy workloads and to work under pressure to meet tight deadlines.
- Excellent communication skills
- Excellent analytical and negotiation skills.
- Proven commitment to accountability practices.
- Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
- Knowledge of computers: word processing, database management packages.
- Degree in Supply Chain/Procurement/Logistics Management.
- Over 5 years of post-graduate related work experience.
- Experience working in international NGOs.
- Excellent Communication skills in English required.
- Knowledge of Alur, Lugbara, Luo, Madi and other local languages widely spoken in Northern Uganda is an advantage.
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 post.
We only accept applications sent via our online-application form on www.drc.dk under Vacancies. Applications close on 28th March 2019.
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 Opportunity: 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, ethinic origin, colour, race, marital status or other protected characteristics.