Supply Chain Officer

About the job

The Danish Refugee Council (DRC) has opened the recruitment process for a National Post (with Local salary scale) of the Supply Chain Officer within a projects that DRC is implementing. Supply Chain Officer will ensure that all supply chain procedures, specifically procurement, asset and inventory (when applicable) management are implemented in accordance with DRC standards and applicable policies, as well as Serbian applicable law requirements and donor policies and guidelines.

Position: Supply Chain Officer

Period of engagement: 4 August 2022– 30 September 2022 with possibility of extension

Reference:  The Supply Chain Officer refers to the Head of Support Services and works in close cooperation with the Finance, Admin and Logistics department, as well as programme staff.  

Specific duties and responsibilities:

Procurement:

• Carries out procurement in compliance with DRC and relevant external rules/regulations in a timely manner with a value-for-money lens and with a high level of integrity; ensuring all procurements are thoroughly documented and properly archived and scanned and that items are received in good time and meet requestor specification
• Execute purchase requisitions by sending request for invitations, receiving bids, analysing and raising of orders and follow up on deliveries of orders with suppliers
• Ensure that the filing system to record and archive all procurements is rigorously maintained, both physical and the electronic filing.
• Ensure all procurement is processed through DRC ERP system Dynamics and documents filed as per the valid SOP on electronic filing
• Ensure close tracking of all contracts issued by the country programme including lease agreements, risk agency services contracts, Insurances, archiving, communication, fuel, accounting, travel etc, as well the fulfilment of the framework agreements on the program and running costs.
• Maintains, disseminates and follows-up on procurement tracking and spending and provides needed analysis; manages all import/export issues; ensures lessons and feedback from procurements are documented and acted on.
• Keep the vendor list up to date and ensure proper vendor vetting and needed documents
• Undertake regular analysis of market prices and vendors
• Support in ensuring documented adherence to procurement plans in all DRC Serbia locations in close liaison with relevant managers

Asset Management and Inventory Management (when applicable):

• Responsible for accurate assets registration, tracking, tagging, loan, lending and archiving of asset lists/registers and in DRC Dynamics ERP system
• Ensure appropriate documentation of all assets in the field and report any damage.
• Quarterly, conduct a physical verification of all assets in the Assets Register to ensure that all asset inventory is tagged, recorded and reported to management in accordance of DRC’s guidelines.
• Maintain close collaboration with logistics, finance and program to ensure proper cross sectorial collaboration
• Ensures DRC storage and stock are managed according to DRC and international standards and items are disposed of as per DRC and donor rules/regulations; Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner. Ensure that the filing system of records of all stock movements are documented for rigorous archiving when required for audit.
• Any other duties as assigned by management

Qualifications & Experience required: 

• Bachelor Degree in Business Management, or Economics, or Law, or Supply Chain
• Professional courses in Supply Chain would be an advantage
• Minimum 3 years of experience in supply chain management in different business contexts, preferably humanitarian

Skills:

• Good understanding of the procurement rules and regulations of major international donors
• Strong planning and problem-solving skills with the ability to work both independently and within a team;
• Strong interpersonal skills and commitment to learning and implementing organizational policies and procedures.
• 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
• Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
• Excellent communication skills
• Excellent analytical and negotiation skills
• Experience working with an Enterprise Resource Planning (ERP) System; with experience in Microsoft Dynamics 365 as an added value

Key Competencies

• Ability to work in a multicultural context as a flexible and respectful team player;
• Problem solving, analytical and writing skills, with the ability to produce reports for internal and external use;
• Fluency in spoken and written Serbian and English;
• Computer literacy - strong knowledge of basic PC programs (specifically excel, word, PPT, Publisher).
• Driving licence B category would be an asset;
• The knowledge of sharepoint and cloud based systems would be an asset;

POSITION DETAILS:

• Type of contract: National
• Start date: 4 August 2022
• Duty station: Belgrade
• Closing Date for Application:  01 August 2022 12h CET

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.