Regional Supply Chain Coordinator (communication skills in French & English required)

Founded in 1956, The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization providing direct assistance to conflict-affected populations – refugees, internally displaced people (IDPs) and host communities – in more than 40 countries around the world.

The EAGL Regional Office covers the following country operations: Burundi, Djibouti, DR Congo,

Ethiopia, Sudan, Kenya, Somalia, South Sudan, Tanzania and Uganda.

Overall purpose of the role:

The Regional Supply Chain Coordinator is part of EAGL RO and provides support to the field operations via help-desk services, training & advice, compliance control, and support, transactional procurement, support the technical assessment during recruitment of Supply Chain staff in the field, and derogation management.

The incumbent will enhance the capabilities of the Regional Supply Chain Office to build a Centre of Excellence for Supply Chain Management.

Responsibilities:

Procurement Responsibilities

• Perform operational procurement as requested in the RO and COs to ensure timely, cost-effective, value for money, quality and adequate delivery of commodities and services and to maintain continuous communication with requesters
• Support the procurement process in the French Speaking COs to ensure compliance with DRC and Donor regulations
• Liaising with the RSCM and Supply Chain managers in the Country Offices, support the procurement process to ensure compliance to DRC and Donor rules.
• To ensure all procurement procedures, practice, and documentation meet standards set in the DRC Operations Handbook, and in accordance with donor requirements, to bring transparency and accountability to the Supply chain processes.
• Responsible for the review of SC documentation from the French speaking countries in the EAGL region. Review high value documentation with support the RSCM
• Support program team members in the RO and SC Managers COs in the development of procurement plans.
• Ensure compliance with donor requirements, rules and regulations relating to SC, particularly in relation to local procurement and anti-corruption measures
• Provide Support in tender committee processes for large procurements in the French speaking countries as per the Country Supply Chain Work flow and review tenders before awarding of contracts.
• Compile monthly procurement status reports/tracker liaising with SC Managers in the LEs and share with the Regional Supply Chain Manager and SMT. 
• Support the operation to Plan, Prepare, carry out the process of establishing Frame Work Agreements for all items as per DRC procurement guidelines.
• Flag bottlenecks and weaknesses in internal SC control to be addressed by management
• To liaise with DRC Finance teams regarding payments and documentation challenges.
• To ensure fair, transparent and professional dealings with all external suppliers and contractors in line with the DRC Operations Handbook
• To lead and coordinate regional procurement activities including annual process of establishing supplier lists and framework agreements, linking with colleagues in the Regional office and different programmes
• Assist in the preparation of standardized supplier prequalification documentation
• Establish and maintain Purchase Agreements for strategic commodities based on review and analytics of DRC Dynamics data.
• Participate in New projects kick off meetings when required
• Create vendor prospects and conduct prohibited parties search, due diligence for all new vendors and ensure they seek approvals to add new vendors from RHOSS and ensure Proper filing of all supplier’s registration documents including approvals.
• Complete the Regional Monthly APIs and share with RSCM by the 10th of the following month.

Fleet/Transport Management responsibilities

• Review and sign off vehicle log sheets on a weekly basis to monitor movement usage and fuel consumption.
• Oversee filing of all fleet documents on the RO i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and log books and monthly fleet performance reports
• Ensure well-maintained and functional transport fleet for staff and material needs, including vehicle allocation in Somalia.
• Review monthly transport reports from COs and monitor fuel/Maintenance consumption/Performance and share monthly reports with the RSCM.
• Effectively convey fleet procurement and logistics procedures to staff and supervise their implementation.
• Support DRC’s global understanding and learning on logistics good practice through sharing and exchange of tools.

Warehouse Management

• Support effective warehouse management in accordance with the DRC Operations Handbook and/or donor requirements.
• Review and submit timely and accurate stock reports from the COs on a monthly basis
• Strengthen staff capacity and warehouse management processes.
• Liaising with the SCMs in the COs, ensure stock is properly recorded and kept and discrepancies reported.
• Working closely with the SCMs, ensure proper monitoring of stock and distributions carried out before project closeout
• Organize disposal of old stock and assets as per DRC/Donor guidelines.

Assets/Equipment Responsibilities

• Responsible for the process of Asset /General Programme equipment tracking by tagging, updating ID cards, Personal issue, timely updating of Central register in Dynamics to meet 100% Audit requirements working closely with CO SCMs
• Coordinate independent asset verification once a year and ensure reports are filed.
• Update DRC asset Register for all losses, donations, scrapping, Theft, Transfer and filling of relevant supportive documentation to support Audit trail.
• Ensure all required and available communication equipment are installed and working and functioning properly; supporting regular maintenance in consultation with ICT staff, Admin and SC team members
• Ensure that the Fixed Asset Register (FAR) is updated and verified quarterly in Dynamics and copied to the Head of Support Services in the COs
• Support and lead Regular Asset verification process in all offices, Assets are tagged and ensure the assets are included in the Asset list and signed by Area Managers.
• Ensure that all procedures and documents pertaining to Asset Management as per the DRC Operations handbook are in place and being followed.
• Ensure donation certificates with recipient’s signature are obtained and filed for all assets and equipment donated to beneficiaries/partner groups or received from donors.
• Oversee asset disposal mechanisms are in place.
• Interpret global policies with relation to the technical advisor area defined for this position. Continuously keep abreast of best practice regarding Supply Chain management in remote and harsh environments. Drive professionalization of staff involved in this area at all levels of the organization.
• Give input and support to other Supply Chain related Operations Handbooks as requested.
• Act as a liaison for supply chain matters for the countries assigned, including review of approvals and derogations. Day-to-day working contact with countries as assigned, giving professional advice on supply chain matters. Work with HQ staff in Supply Chain, Programme Support and others as necessary, to find optimal solutions within DRC’s governance framework to support country and regional operations.
• Assist countries in the implementation and utilization of DRC Dynamics and be a Superuser for the Supply Chain track.
• Provide introduction to DRC SC processes for all new SC Managers and SC Coordinators in the countries.

General/Other

• Interpret global policies with relation to the technical advisor area defined for this position
• Read and understand DRC OHs as per the Supply Chain governance framework in both English and French. Give input and support to other Supply Chain related Operations Handbooks as requested.
• Work closely with technical counterparts at HQ and field level to establish global standards for the technical specialist area defined for this position
• Translate simple documents and carry out SC trainings in French from time to time
• Gap filling in country offices during emergencies or in case of position gaps.
• Complete all SC related eLearning courses
• Consult the Regional Supply chain Manager on High Value procurements and exceptions to policy issues.
• Timely Monthly Reporting of APIs and Results contract.
• Support the COs as needed in the recruitment of Supply Chain staff.
• Any other tasks as will be assigned from time to time.
• Continuously keep abreast of best practice regarding Supply Chain management in remote and harsh environments. Drive professionalization of staff involved in this area at all levels of the organization.
• Act as a liaison for supply chain matters for the countries assigned, including review of approvals and derogations. Day-to-day working contact with countries as assigned, giving professional advice on supply chain matters.
• Work with RO staff in Supply Chain, Programme Support and others as necessary, to find optimal solutions within DRC’s governance framework to support country and regional operations.
• Assist countries in the implementation and utilization of DRC Dynamics and be a Superuser for the Supply Chain track.
• Provide introduction to DRC SC processes for all new SC Managers and SC Coordinators in the countries.

About you

In this position, you are expected to demonstrate DRC’s 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 our vision and values.

Experience and Technical comptencies

• With at least 6-years work experience in relevant field INGO or other agencies experience in Supply Chain management.
• This position will require a demonstrated ability to achieve results in a demanding and fast paced environment.
• Degree in Supply Chain Management, Business Administration or Purchasing and Supplies.  Diploma Level preferable from Chartered Institute of Purchasing and Supply (CIPS).
• Good knowledge ERP Supply Chain software’s Systems is MANDATORY.
• Proficient in written and spoken French is MANDATORY
• Knowledge of international humanitarian and development systems, institutions and donor’s programs (including ECHO, DFID and OFDA), and of procedures, accountability frameworks and best practices
• High integrity, pro-active, stable, robust character and a good team-player
• Excellent communication skills
• Excellent analytical and negotiation skills.
• Proven commitment to accountable practices.
• Knowledge of working in challenging environments.
• Proven ability to manage large varied workloads and deal constructively with stress and periods with long hours.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision.
• Excellent interpersonal skills & demonstrated ability to establish effective working relations between programs & support
• Ability to travel regularly within the region and beyond for up to 4 weeks at a short time notice and sometimes in conflict areas and physically difficult conditions.
• Excellent Communication skills in French and English required.

What we offer

Contract:         1 Year Contract with the possibility of extension, subject to funding and performance.

Salary:  in accordance with the Danish Refugee Council’s Terms of Employment Non-Management Band/ G.

Availability:       1st March 2023.

Duty station:    Nairobi, or other DRC Country office in the EAGL region

Reporting Line: Regional Supply Chain Manager

Providing equal opportunities  We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

DRC strives to attract, motivate and retain qualified national staff within its programs.

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.

Application and CV

Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.

DRC only accepts applications sent via our online-application form on www.drc.ngo under JOB.

Please submit your application and CV in English no later than 10th February 2023