Supply Chain Officer ( Somali National)

Background:

The Danish Refugee Council (DRC) is an independent, non-profit organization (NGO), founded on the basis of humanitarian principles, and human rights based approach, to secure the protection of refugees and internally displaced persons (IDPs), and to promoting long term solutions to the problems of forced displacement. Danish Demining Group (DDG) is a specialized unit within DRC which implements mine action and armed violence reduction (AVR) programmes. DDG’s mandate is ‘to create a safe environment free from armed violence and the remnants of conflict’, and DDG does this via a programmatic focus on four key sectors: Security Systems Reform, Small Arms and Light Weapons (SALW) management, Mine Action and Conflict Management

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Overall purpose of the role:

The supply chain officer for Procurement is responsible day to day for procurement functions in Mogadishu, this include coordination with program staff facilitation of procurement of goods, supply and services as per the request of the Program team. The SC officer for procurement will DRC/DDG Dynamics. The officer will closely work with the SC Team leader who will be responsible leading running and management of the SC department. The position holder will report to the Supply Chair Team leader of Mogadishu.

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Responsibilities:

1.Enforcing compliance & implementation of DRC/DDG procurement procedures

• Strictly adhere DRC/DDG procurement policies & procedures as detailed in the OH

• Report to the Supply Chain Team Leader for non-compliance or failure to conform the

• internal procedures, if any.

• Apply all procurement process with DRC/DDG dynamics and coordinate all failures with the Country Supply Chain Manager and SC TL

2. Program Procurement Management

• Ensure timely delivery of Program supplier (Strict to the procurement Threshold)

• Enforce preparation of Procurement Plans and ensure implementation

• Ensure timely release of supplier/s payments

• Ensure all procurement documents are sent for Head of procurement review through the SC Team leader.

• Review PRs and provide feedback (areas to amend) within 2 hours

• Preparing and issuing quotations, Purchase orders and drafting service contracts

• Support the Supply chain team leader during ITB tendering process

• Confirm Quality & Quantity of goods/service prior to the receipt

• Assessing the need for derogation before drafting the derogation request from the program (Confirm

justifications to derogate the procurements).

• Keeping procurement files up to date for audit and compliance report needs as well future references

(This to be done on Bi-weekly Basis)

• Ensure Unique Identifier Code is done for all procurement documentations

• Ensure enforcement of standard vetting criteria (Technical & cost Evaluations)

• Together Tender Opening Committee (TOC), Where applicable & Necessary conduct supplier negotiations and prepare NFFS

• Support the SC TL in Market research (Price assessment) – ensure this is done on quarterly basis

• Ensure detailed specifications is obtained for all goods/service to be procured

• Ensure standardization of procurements is maintained

• Ensure Donor rules & Limitations (Limitations) is maintained

• Ensure enforcement & utilization of all Procurement Documentations as required

ERP DRC Dynamics

• Item Master Data – Ensure all items under Purchase Agreement (PA) are shared for approval and release

• Vendor Prospects – Ensure all vendors are created in DRC Dynamics

• Budget forecast in Dynamics

• Procurement to pay(P2P) in Dynamics

3. Reporting (Procurement)

• Monthly Procurement report – Due on the 3rd of every Month (Detailed, all columns of the Monthly API report to be filled with the relevant information.
• Share Procurement Plan with respective program and support staff.

4. Supplier registration and framework agreements of recurrent goods & service.

• Supplier, -Sourcing, -Registration & -Management
• Vendor registration (DRC supplier/s & registration form)
• Supplier due-diligence and vetting
• Supplier evaluation and approval
• Maintain updated DRC/DDG approved supplier list
• Active supplier management and their performance
• Ensure complete supplier supporting documentations
• Under the guidance & direct supervision of the Area Supply chain Team Leader, the supply chain officer is expected to develop supplier category specialization agreement for various supplies and services.
• Under the guidance & direct supervision of the Area SC Team leader. the Supply chain officer is expected to develop framework agreement for recurring supplies and services when needed.

PROCUREMENT

• Support procurement at field level when needed and coordinate with procurement team about documentation in DRC Dynamics system.
• Conduct procurement for area sub-offices (Jowhar, and Warsheikh)
• Through Coordination of program team in the respective locations, Develop supplier database for Warsheikh and Jowhar Offices.
• Review PRs received online and communicate areas of change (in case of any) with the requestor
• Preparing and issuing quotations, purchase orders and drafting service contracts
• Assessing the need for derogation before drafting derogation request form from the program (confirm the need for derogation)
• Keeping procurement files for compliance purpose as well as for future references
• Ensure Unique identifier code is done for all procurement documentations Where applicable and necessary, conduct supplier negotiation and prepare NFFs

Experience, education and technical competencies

• University degree in Business Administration.

• Experience, preferably a minimum of 3 years as logistics/Procurement officer (supply chain officer)

• Good cooperation skills, ability to work well independently and in a team;

• Good problem solving and social skills and creative, to think of alternative solutions;

• Computer literate (Word and Excel);

• Understand in English and fluent in Somali

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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 are a strong networker and enjoy working with many different types of stakeholders, you involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while balancing the role of advisor and taking leadership

Communicating: You write and speak effectively and honestly and display political and cultural sensitivity, including ability to adapt well to local cultures

Demonstrating integrity: You act in line with our vision and values.

Conditions

Availability: 20 August, 2019

Duty station: Mogadishu

Reporting to: Supply Chain Team Leader Mogadishu

Duration: one year with possibility of extension

The position is open to Nationals ONLY

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 Opportunities: 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, ethnic origin, color, race, marital status or other protected characteristics.