Team Leader-Supply Chain – Dolow, Somalia

 

• Organization: DRC – Danish Refugee Council
• Location: Dolow (Somalia)
• Grade: Junior
• Occupational Groups:
  • Logistics
  • Supply Chain
  • Managerial positions
• Closing Date: 2021-01-10

 

  Internal
 Background

The DRC/DDG Somalia Programme is the largest programs in East Africa region. DRC/DDG is among the INGOs with the largest presence in Somalia, with country-wide programs implemented through six main sub offices in Somaliland, Puntland, Hiraan Region, Gedo Region, Bay Region and Banadir Region

Overall purpose of the role:  

The SC Team Leader is responsible for all Supply and Chain (SC) functions in Dolow office and is not limited to procurement only but also fleet, warehousing, asset and ensuring procedures and compliance issues are followed.  Working closely with the rest of the support and program team, the Team Leader is the lead person in running and management of the area supply chain department. The position holder will report to the Area Manager, with technical guidance from the supply chain manager.

Key Responsibilities:

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
•    Warehouse, sites and locations in Dynamics
•    Stocks in Dynamics
•    Fixed Assets in Dynamics
•    Budget forecast in Dynamics
•    Procurement to pay(P2P) in Dynamics

Enforcing compliance & implementation of DRC/DDG procurement procedures 

•    Ensure adherence to DRC/DDG procurement policies & procedures as detailed in the Operation Handbook (OH)
•    Ensure strict implementation, enforcement & adherence to the DRC/DDG procurement threshold (Revised Version)
Procurement;
•    Ensure all procurement documents (RFQs, ITBs) are shared with the supply chain manager for review.
•    Upload the purchase agreements (PA) for area Offices to the ERP dynamics system this includes but not limited to supplies, services and works i.e. (Travel agencies, accommodation/hotels, restaurants for trainings, mobile phones dealers, VST service providers – local NGOs and among others.)
•    Update Item Master Data and upload IRF (Item request form) for items enacted under the purchase agreements.
•    In close collaboration with the Country supply chain team, conduct training on Program procurements/segregation of duties for the Program team.
•    In close collaboration with the Country supply chain team, conduct training on Bid evaluation/vetting criteria for the Tender Opening Committee (TOC) members and shed lights on the best value for money definitions.
•    Work closely with the Country supply chain and ICT teams on standardization of procurements i.e. Printers, scanners, computers, mobile phones etc.
•    Manage National Staff Insurance contract for DRC/DDG and ensure smooth implementation of the contract clauses (Track contract implementation and duration).
•    Manage ITBs / RFP for area Offices as well.
•    Guide & support Program team in development of Procurement Plans (Expense Forecast) and ensure its implementations.
•    Fully participate managing of Supply Chain exercise in the area office and ensure that each area office meet the deadline as per the procurement time line.
•    Backstop areas Procurement officers and Log Officer (Area) during their absence.
•    Draft always and support area procurement on exceptions cases i.e. Derogations & NFFs
•    Develop key performance indicators by which performance of SC staff (logistics officer and Procurements officers in area offices.
•    Supervise the procurement officers to ensure smooth running of the procurement function of the area offices.
•    With support of Area Manager (AM) Ensure segregation of duties of SC staff is understood, implemented and respected.
•    Ensure Timely deliveries of program procurements, and timely facilitation of supplier payments
•    Ensure DRC/DDG procurement threshold is well understood and adopted.

Logs

•    Ensure proper logistic budget management through improving forecasting and gap analysis.
•    Ensure DRC/DDG owned and hired vehicles are properly used and well maintained
•    Charged with overall management, movement & maintenance of the DRC/DDG owned vehicles
•    Manage contracts for DRC/DDG hired vehicles and track performance
•    Through coordination with Head of Safety of Country, ensure movement for expatriates in done via the B6 armored vehicles and monitor log book maintenance.
•    Ensure regular scheduling of maintenance for DRC/DDG owned & hired vehicles
•    Ensure proper filling for DRC/DDG fleet documents
•    Where necessary, hire additional vehicles to meet the transport needs (This is subject to availability of funds/budget)

Warehouse:

•    Ensure stock counting is done as per the ERP DRC Dynamics requirements
•    Ensure proper documentation of DRC/DDG stores and warehouse in Dolow
•    Ensure proper filling system is done for stock reports
•    Ensure monthly stock reports/updates is circulated with the relevant departments
•    Ensure proper storage of supplies (NFI & FIs)
•    Oversee transportation, loading & offloading of NFIs & FIs from the store to the final destinations.

Asset/Inventory Management:

•    Oversee and ensure that asset register and asset movement documentation (asset loan, transfer, issue form and asset ID cards) and records are filed appropriately and available in the area office.
•    Ensure proper filling and up-to-date inventory spread sheet so that it can be shared with donors and stakeholders.
•    Conduct Disposal of unserviceable/dead assets
•    Conduct stock counting as per Enterprise Resource Plan (ERP) DRC Dynamics requirements
•    Conduct Verification of assets/inventories as per Enterprise Resource Plan (ERP) DRC Dynamics requirements
•    Conduct tagging of newly purchased assets (Manually, Off the Dynamics system)
•    Ensure adherence of DRC/DDG Asset SOPs

Reporting 

•    Performance management-ensure staff performance are tracked & done on time
•    On Routine Basis, visit field offices to monitor supply chain activities progress
•    Any other duties assigned by the supervisor/Line Manager.
•    Update procurement tracking sheet on weekly base.

Education, Experience and technical competencies: 

•    Minimum Bachelor degree in Procurement & Supply chain Management, Bachelor of Business Administration (BBA) or Any related field with 3 years of practice experience.
•    Good command of spoken and written English and Somali.
•    Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
•    Devoted, reliable and dedicated person
•    Willing to travel and can work under pressure

Essential:

•    Minimum of 3 years’ experience in a similar position with an international organization preferably in INGOs operating in Somalia.

Desirable:

•    Hands-on experience/skills in MS Office applications
•    Good computer skills – especially Excel spreadsheets and able to work with Formulas, Power Point and Word.

Conditions

Availability:             February 2021

Duty Station:             Dolow

Reporting:              This position reports to Area Manager.

Duration                5 month with possibility of extension based on funding and performance

Contract               Salary and conditions in accordance with the Danish Refugee Council’s Terms of
Employment Band Manager Level G.

Commitments:  DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html).  All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

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.

Applications

Interested and qualified internal candidates who meet the required qualifications and experience are invited to submit their updated Cv and  cover letter clearly stating their motivation and qualifications.We only accept internal applications sent via DRC online application form on www.drc.ngo under vacancies.
Please forward the application and CV, in English through the online application on www.drc.ngo  under Vacancies no later than 10th January 2020.we only accept application sent via the online application form.

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