Supply Chain Procurement Officer- Telafer

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 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 fulfilment 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. 
DRC has been operating in the Middle East and North Africa (MENA) region for over a decade, running a combination of emergency, livelihood, protection and advocacy programmes through Country Offices (COs) in Algeria, Libya/Tunisia, Syria, Iraq, Jordan, Lebanon and Turkey with a Regional Office (RO) in Amman. DRC has 17 offices and approximately one thousand staff members across the MENA region. Following an internal HQ restructuring, from 1st January 2018 the region is focusing on the Middle East, hence Algeria, Tunisia and Libya will transition to a new region during the course of 2018, while Yemen will join the Middle East region.

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. 

Responsibilities: (in bullet points)

• Review and ensure completeness of all requisitions and communicates with area Supply chain team leader
• Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor specific policies, in collaboration with the Supply chain team leader.
• Assist in liaising with suppliers to create realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
• Ensure that all Purchase Requests, Purchase Orders, RFQ and ITBs are tracked from point of planning and request through to final receipt.
• Communicate with budget holders and requesters on approvals and clarifications on their Request Orders.
• Regularly review, update and share the information management databases and trackers to Supply chain Team Leader.
• Prepare the RFQ and ITB relevant documents, as well as TOC (tender) reports for procurement & tender committee review.
• Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Assist with the preparation of contracts and amendments of contracts when needed.
• Participate in the joint verification of procured goods, services and works and to ascertain the items conformity to Technical Specifications and Quantities.
• Constantly search the market for new suppliers that may provide better service or value for money for DRC.
• Maintain and update vendor list using the Supplier Profile and Registration Form and vetting.
• Participate and facilitate the supplier pre-qualification process.
• Assist 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 in compliance to DRC and donor procurement policies, filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable by auditors.
• Support in ensuring purchased assets is registered in the inventory database and liaise with the Assets department.
• Prepare and submit payments of suppliers to finance on a timely manner.
• Acting procurement team leader in the absence of supply chain Team Leader.
• Screen the suppliers in anti-terrorism databases.
• Ensure the non-winning suppliers receive notification from DRC about the status of their bids.
• Conduct duties in accordance with DRC Iraq programme Standard Operating Procedures (SOPs).
• Conduct duties in accordance with DRC Code of Conduct.
• Any other duties allocated by the line Team Leader.

Key performance Indicators: (in bullet points)

• % PRs processed on time (as peer standard processing times issued by CO)
• Contract closure checklist is used to close all procurement files.
• For each procurement conducted, supplier database and forms and updated and filed.
• All approvals on SC documents are as per IDRA.
• Participation in monthly Lessons Learnt Exercise.
• All procurement trackers for procurement are updated.
• All Minimum Operating Procedures from Supply Chain Operation handbooks are adhered to.

Experience and technical competencies: (include years of experience)

• University degree in Logistics, Business Administration, Economics, Engineering Management or similar
• Experience of working with UN or Non-Governmental Organisations.
• Minimum 2 years of experience in procurement with NGOs
• 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. 

Education: (include certificates, licenses etc.)

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

Languages: (indicate fluency level)

• English (Fluent)
• Arabic (Fluent)
• Kurdish (Basic)

Key stakeholders: (internal and external)

• Northern area Manger and PMs
• Northern area Finance team
• Northern area Supply chain teams

We offer
Contract length: 7 months (with the possibility of extension)
Salary Band: H
Start date: Jun 1st, 2022.
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Nationals; please refer to drc.ngo under Vacancies. .