Supply Chain Officer - Procurement

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations. 

DRC has been operating in Ukraine since 2014, currently DRC employs over 700 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Economic Recovery, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for an Supply Chain Officer - Procurement to join the team in Kyiv.

Overall purpose of the role

The main role of the Supply Chain Officer Procurement is to lead the supply chain management support for all partners including Procurement, Warehousing, asset and transport in DRC Ukraine in compliance with donor and DRC rules and regulations. The Supply Chain Officer ensures that all Supply Chain activities and mainly procurement activities conducted must adhere to the policies and procedures and include accurate and up-to-date vendor information.

Managed directly by the Partnership Manager with Technical Line management from the Supply Chain Manager and Supply Chain Specialist, the Supply Chain Officer - Partnerships will be responsible for supporting partners over all supply chain requirements. In close collaboration with the partner organization , this position will also be responsible for supporting the planning, developing, implementation and management of the key supply chain strategies that includes the development of procurement plans, creation and evaluation of formal requests for proposals/quotations, management of assets and warehouse, reviewing the internal policies of partner organizations and their compliance with the requirements of the DRC and donors, conducting workshops with focus on capacity building on supply chain for partner organizations.

Your main responsibilities will be

Partner Supply Chain Management:

• Contribute to assessing, reviewing and analyzing technical areas of procurement for all partners in Ukraine above Low Value Purchase threshold; ensuring activities are is in line with the respective DRC’ Procurement policy and the donor regulations.  
• Support the partners to enhance internal control and procedures for better supply chain management.
• When necessary, participate in bid committees for the procurement of items and services upon request and ensure that partners align with laws, DRC and donor regulations prior to procuring.
• Ensure effective lines of communication between the Project/Program Managers and the partners’ procurement team to ensure priority requirements, timely delivery of goods, works and services using the DRC and donor procurement procedures and guidelines.   
• Monitor and contribute to all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors, performance evaluation and risk assessment for all partner’s procurement done within Ukraine above the Low Value Purchase threshold.
• Support Partners’ in ensuring timely preparation of procurement plans for projects and monitor their implementation processes including receipt of requisitions, organization of RFQ, RFP, receipt of quotations, bids, and proposals, evaluation, and negotiation of certain conditions of contracts in full compliance with DRC Procurement Policy & Procedures.
• Review Comprehensive Tender Report (CTR) as needed, ensuring that the products or services are of high quality with reasonable prices including the preparation of a clear justification for vendor selection which needs to be in line with the selection and evaluation criteria set in the solicitation documents.
• Work with sub-award partners to ensure the project reflects the fair market value and best value for money.
• Support the partner to establish and manage professional procurement services through Framework Agreement.
• Review respective partners’ monthly and quarterly procurement status report for all purchases and share Offline Report with Supply Chain Manager and respective SMT members.
• Promote a zero-tolerance for violations of procurement policies and procedures.
• Support in Coordination with various teams on the delivery schedule, payment approvals and vendor payments to avoid any unnecessary delays.
• Conduct a spot check of supply chain management end-to-end processes, identify the gaps and advise on the correction action plan.       
• Pro-actively inform DRC’s management of any potential risk at the Partner’s level that are within the scope of supply chain management.

Vendor management:

• Support Partners to establish an Approved Vendors List for all partners.
• Support Partners to check for Vendor References, with other INGOs and the Logistics cluster, on regular basis to ensure reliable and genuine vendors.
• Guide Partners to carry out visits to the vendor’s premises to verify their capacity, area of expertise, reputation, any gaps, existence and to report directly to the Supply Chain Team Leader and SCM.

Partner Staff Capacity Building:      

• Participate in periodic review meetings and grant closing meetings, and highlight successes, challenges, and lessons learned to inform future programming and partnerships.
• Conduct orientation and regular trainings or refresher sessions on procurement management, asset management and warehouse and inventory management in line with DRC and donor guidelines.
• Mentoring support to the partners in accordance with partner project support plans, with a focus on building supply chain systems and staff capacities.
• Assist in assessing organizational capacities in procurement of current and new partners and developing tailored capacity building plans in coordination with Supply Chain Manager/Specialist.
• Act as focal point for day to day inquiries and capacity building requests related to procurement raised by partner organizations.

Archiving Procurement documents and Audit Response:

• Support partners to Ensure that all supply chain related documents are filed/kept in an orderly fashion and are easy to access for future reference and audit reviews;
• Develop and provide guidance to partner organizations regarding supply chain reporting.
• Support partners as needed to prepare proper audit responses and clarification on issues raised by auditors and provide all necessary supporting documentation;
• Arrange meetings with partner’s staff to discuss and resolve any issues with regards to supply chain management.

About you

Required experience and competencies:

• Bachelor Degree in Logistics and/or Supply Chain Management or equivalent professional qualification.
• INGO experience is desirable.
• The position requires a minimum professional experience of 2 years in the management of Supply Chain Management (SCM), procurement and logistics procedures.
• Good understanding of public procurement rules and regulations.
• Good knowledge in the Supply Chain Management and execution of procurement procedures in I/NGO.
• Robust knowledge of procurement management, desirable knowledge in the norms of relevant donors and/or funding agencies.
• Excellent skill in MS Word, Excel, and PowerPoint.
• Advanced English proficiency.
• Fluency in local language: Ukrainian or Russian.
• Relevant university degree in Logistics and/or Supply Chain Management or equivalent professional qualification.
• Good knowledge of the status of development and the social context of the Country in general.
• Ability to travel in areas of operations of partners as needed.

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:

• Contract length: 3 months probation period with possibility of extension based on available funding.
• Level: H.
• Base station: Kyiv office. 
• Start date: ASAP.

This position is open to national applicants only. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment. 

Application process

All applicants must send 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: 28th April 2024

We reserve the right to conduct further interviews before the deadline for submission of applications.

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